This guide explains how groups are used within the platform and how group leaders manage users, training, reporting, and compliance within their organization.
Groups are the highest level of organisation within the platform and form the foundation of user management and reporting.
What Is a Group?
A group is used to organise users under a single management structure.
All users within a group are managed together, and their training records, course progress, certificates, and reporting data are linked to that group.
Groups allow organisations to manage large numbers of users while maintaining clear reporting and compliance oversight.
Why Are Groups Used?
Groups provide a central way to:
Organize users.
Assign training.
Monitor progress.
Track compliance.
Manage certificates.
Control user access.
Generate reports.
All users added to a group are managed under the same organizational structure.
Group Leader
Every group has a group leader.
The group leader is the highest-level user within the group and is responsible for managing all users and training records within that group.
In many academies, the Group Leader account is created automatically when an organization purchases a package, license bundle, or subscription through the platform.
The details entered during checkout are used to create the Group Leader account.
What Can a Group Leader Do?
Group leaders have full visibility of all users within their group.
They can:
User Management
Add users individually.
Import users in bulk using CSV uploads.
Edit user information.
Change user details.
Reset passwords.
Archive users.
Manage user access.
Site Management
Create Sites.
Edit Sites.
Delete Sites.
Assign Site Leaders.
Change Site Leaders.
Training Management
Assign courses.
Monitor course progress.
Review completion records.
Track refresher requirements.
Review compliance status.
Reporting
Group leaders have access to various reports, including:
Training Matrix.
Compliance reports.
User progress reports.
Certificate records.
These reports allow group leaders to analyze training performance across the entire organization.
Certificates
Group leaders can view certificates belonging to users within their group.
This helps organizations maintain evidence of completed training.
Food Safety Culture
Where Food Safety Culture functionality is available, Group leaders can:
Create surveys.
Publish surveys.
Monitor participation.
Review results.
Analyze survey data.
Survey functionality is only available when sufficient survey credits are available on the account.
Personal Training
Group leaders can also complete any courses assigned to their own account.
Archived Users
If a user leaves the organization or no longer requires access, the group leader can archive the account.
Archived users:
Cannot log in.
Cannot access courses.
Cannot access certificates.
Are removed from active user management processes.
Archiving provides a way to temporarily disable access without permanently removing records.
Best Practice
To maintain an organised Group structure:
Create sites before adding large numbers of users.
Assign users correctly.
Review user access regularly.
Archive leavers promptly.
Monitor training reports frequently.
Platform Variations
Group functionality varies between academies.
Some academies allow group leaders to manage users directly.
Other academies may have groups created and managed by platform administrators.
In some academies, groups are not used at all, and users simply purchase individual courses and manage their own training records independently.