How to use Groups to organize your Team

In this article, we will cover how to use Groups to organize members into multiple groups within your Team, all under a single subscription, ensuring your data is efficiently segmented and separately managed.

Image: Improved Teams page 

What Are Groups and How Are They Different from Teams?

In Brevity, we now offer the ability to create Groups within your Team to better organize your team members and data. The Groups feature is designed to simplify managing data views across various dimensions, such as the Analytics Dashboard, Assignments, Courses, Contexts, Personas, Topics, and your Knowledge Base.

Groups offer flexibility by allowing data sharing between different groups when necessary while providing robust options to ensure no data leakage for those requiring segregated workflows.

Navigation

Groups are sub-organization of members and is available on the Teams page. You can navigate to Teams page

Image Above: Navigating to teams page 

Image Above: New Teams page

Our improved Teams page now features a more organized and user-friendly layout, divided into three main sections:

• All Team View
  • This section displays all the members of your Team.
  • Every member is initially added to the "All Team" by default.
  • Easily access and manage the overall Team roster from here.
  • Team level actions can be accessed by the actions button ":" here

• Groups
  • Displays all the Groups within your Team.
  • Groups help organize members based on various criteria such as functions, cohorts, or training materials.
  • Quickly navigate between different Groups to manage group-specific tasks and assets.

• Members List View
  • View all members of the selected Team or Group.
  • Perform actions such as adding new members, removing existing ones, and editing member details and access permissions.
  • Provides a detailed overview and management capabilities for individual member settings.

Switch between the All Team view and specific Groups by clicking on their respective cards. This intuitive navigation ensures you can effortlessly manage and organize your Team and Groups.

Group Organization Examples

If you've multiple teams in the company using Brevity, you can organize them into functional Groups based on:

• Organizational functions
• Types of training material
• Cohorts
• Any structure that makes sense to you

Roles & Permissions

Team Admins have overarching control:

• Can create, edit, and delete Teams and Groups, and toggle between them.
• Can manage member roles within Teams and Groups.
• Can create and share Courses and Assignments across all Teams and Groups.
• Share assets (Courses, Contexts, Personas, Topics) across Groups.

Group Admins have administrative control restricted to their Groups:

• Can create and edit their Group.
• Manage member roles within their Group.
• Share assets within their assigned Groups.
• All Group Admins in the same Group have equal privileges.

Members

• Access to all assets within their Team and Group.

Note: In the All Team view, roles are limited to Team Admins and Members.

Multiple

• A Member can simultaneously hold Group Admin privileges in one Group while maintaining Member privileges in another Group.
• If a user holds multiple roles in different Groups, they will have 'Multiple' as role in Member list view
• There are three options in All Team: Admin, Member, Edit Group Access
  
  • If the Team Admin selects the Team Admin option for a user (Member A), then Member A will have Admin privileges across the entire team and all associated groups. 
  • If the Team Admin selects the Member option for a user (Member A), then Member A will have Member privileges across the entire team and all associated groups.
  • If the Team Admin selects Edit Group Access for a user (Member A), they will be shown a list of all the groups Member A is part of. The Team Admin can then modify Member A’s role within each Group individually.
• A warning message will indicate the change and ask Admin confirmation.
• Upon confirmation, Member A is notified of the change in the platform and through email.

How to create, review, update and delete Teams and Groups

Teams

• Create:
  • Click the actions button and select 'New Team'.
  • Enter Team name & Choose a suitable subscription or contact support
  • Enter the Team name and hit 'Save'.
  • Adding Members to a Team.

• Review: If you're part of multiple Teams, click the actions button > Switch Team > Select Team.
• Update: Admins can edit the Team name and remove members.
• Delete: Admins can delete Teams by going into the Team and select Delete Team from actions menu
• To Add Members to a Team, enter details or Upload CSV

Groups

• Create:
  • Click on '+ New Group'.
  • Enter the Group name and click 'Save'. Note: 'All Team' is a default Group with all team members.
  • To add members to a Group, enter details or upload CSV
• Review:
  • On the Team’s page, click the respective Group tabs to toggle.
  • On other pages, use the side navigation bar to select and toggle between Groups.
• Update:
  • Team Admins can edit Group names.
  • Group Admins can add members to Groups and Teams.
  • Admins can also change member permissions (e.g., Member to Group Admin).
• Delete: Only Team Admins can delete Groups.

Ownership and Sharing of Assets

Ownership

• The Group in which an asset (Course, Context, Persona, Topic) is created owns that asset. Example: if a Course is made by X in Group A, Group A is the owner of the asset.

Sharing Between Groups

• Group Admins can share assets from their Group to any other Group they are part of. 
• To share an asset, click on the actions icon of the asset and select 'Share'
• From the Groups in which you are part of, select the Group you want to share the asset with
• The asset owner can set sharing permissions to Editor or Viewer. View- can only be used in the original form. Edit- can be edited and used in Courses
• Shared assets are tagged with a 'Shared' label in the Group in which its shared

Editing Shared Assets

• The owning Group and Groups with which it's shared with 'Editor' privilege can edit the asset, and all Group Admins (owner and where the asset is shared) will be notified of changes
• Group Admins with editing privileges in shared Groups can also edit the asset.

Deleting Shared Assets

• The owning Group can delete the asset, and all Group Admins where the asset is shared will be notified of the deletion.

Using Groups in Brevity allows for structured, secure management of your team and data while maintaining the ability to share valuable materials across different functional areas within your organization.