How to Create and Manage User Groups in Brevity

Before you begin

Who can do this?
Only Organization Admins can create, edit, or delete User Groups and manage group membership.
Who can be in a User Group?
Any existing member of your Brevity organization (Org Admins, Team Admins, and Members).
What User Groups do not do:
- They do not change a user’s role or permissions.
- They do not add or remove team memberships.
- They do not invite new users to Brevity.

1. Access the User Groups tab

From the main navigation, go to your Organization dashboard.
Make sure you’re in the All Organization view (not inside a specific team).
In the organization header, select Groups.
- On desktop, you’ll see a table of all User Groups.
- On mobile, you’ll see a list of User Group cards.

From the Groups tab, Org Admins can create, edit, delete, and open User Groups.

2. Create a new User Group

Use this when you want to define a new cohort (for example, “New AEs (0–6 months)” or “Enterprise AEs – North America”).

Go to Organization › Groups.
Click + Create User Group.
In the Create group dialog:
- Group name (required)
  Examples:
  - New Hires 2026
  - Enterprise AEs – North America
  - Pilot Cohort – Q3
- Description (optional)
  Example: New AE cohort that started in September 2025
Click Create group.

What happens next

The group appears in your organization’s list of User Groups.
It becomes available in:
- Analytics filters.
- Supported assignment workflows (see “Create assignments by User Group” below).
No users are added automatically; you’ll add members in the next steps.

3. Edit a User Group’s name or description

Use this when you need to rename a group or clarify its description.

Go to Organization › Groups.
Find the User Group you want to edit.
Open the more actions menu (three dots) for that group.
Click Edit.
Update:
- Group name
- Description (optional)
Click Update group.

Notes

Changes take effect immediately across Brevity, including Analytics filters and assignment‑related dropdowns.
If there’s an issue (for example, duplicate name), you’ll see an error message before changes are saved.

4. Delete a User Group

Deleting a User Group removes that grouping but does not remove or deactivate any users.

Go to Organization › Groups.
Find the User Group you want to delete.
Open the more actions menu (three dots) for that group.
Click Delete.
Review the confirmation message and click Yes, I’m sure to confirm.

What happens when you delete a User Group

The User Group is removed from:
- The Groups list.
- Analytics filters and other selection menus (including the bulk assignment creator).
Users remain:
- In your organization.
- In their existing teams.
- With the same roles and permissions.

If a view, preset, or workflow previously used that User Group as a filter or target, it will no longer be available and may:

Default to “All users”, or
Show that the previous filter/selection is no longer available.

5. View details for a User Group

Use the User Group detail page to see who is in a group and manage membership.

Go to Organization › Groups.
Open a group:
- Desktop: click anywhere on the group row.
- Mobile: tap the group card.

On the User Group detail page, you’ll see:

Group name and description.
A Back to all groups link.
A Users (N) tab showing current members.
An + Add members to group button.
A list of group members (for example: name, email, date added, and actions).

6. Add members to a User Group

You can only add users who are already members of your organization.

From the User Group detail page, click + Add members to group.
In the Add members dialog:
- Search for and select one or more users.
- Use filters to quickly select Users including:
  - By team
  - By User Group
  - By Role
  - By invitation status (Accepted or Pending)
Click Add.

add-members-modal-v2

What happens when you add members

Selected users are added to the User Group immediately.
They keep all existing team memberships and roles; nothing about their access changes.
The member list and group member count update right away.
The group can now be used in Analytics and assignment workflows to target this cohort, subject to each admin’s existing scope.

If there’s a problem (for example, an invalid selection), you’ll see an error message and can adjust your selection.

7. Remove members from a User Group

Removing someone from a User Group does not remove them from Brevity or from any teams.

From the User Group detail page, find the member you want to remove.
Open the more actions menu (three dots) for that member.
Click Remove from group.
Confirm in the dialog.

What happens when you remove a member

The user is removed from that User Group only.
They stay:
- In the organization.
- In any teams they belong to.
- With the same roles and permissions.
They will no longer be included when you:
- Filter by that User Group in Analytics.
- Target that User Group in bulk assignment creation.

If something goes wrong, you’ll see a “Failed to remove…” message and can try again.

8. Create assignments by User Group (bulk assignment creator)

User Groups can be used as a targeting option when creating bulk assignments. This lets Org Admins assign content to a defined cohort across multiple teams in one step.

Note: Only Organization Admins can create assignments scoped to an entire User Group. Team Admins remain limited to their team‑scoped assignment options; User Groups do not expand their visibility or targeting.

Open the bulk assignment creator

Go to your Assignments area (for example, Assignments or Assignment Management depending on your navigation).
Click Create assignments or Bulk assign (label may vary slightly based on your tenant version).
The Bulk assignment creator modal opens.

Filter by User Group

Inside the bulk assignment creator modal:

Locate the section where you choose who will receive the assignment (for example, a “Recipients”, “Who to assign to”, or “Filters” section).
Open the User Group filter.
Select one or more User Groups you want to target.

When you filter by User Group in the bulk assignment creator:

The recipient pool is automatically scoped to:
- Only users who are members of the selected User Group(s), and
- Within your Org Admin scope (entire organization).
Any additional filters in the modal (for example, team or role filters) will intersect with the User Group selection, not override it.

Complete and confirm the bulk assignment

Select the course(s) or content you want to assign.
Review the assignment settings (due dates, reminders, etc.).
Confirm the recipient count shown in the modal:
- This count is based on the current filters, including your User Group selection.
Click Create assignments (or the equivalent confirm button).

What happens when you assign by User Group

All users who:
- Are in the selected User Group(s), and
- Match any additional filters you applied
  will receive the assignment(s).
Assignments behave like any other assignment:
- They appear in users’ dashboards.
- They are included in Analytics and scorecards, subject to existing RBAC rules.
If a user is later added to or removed from the User Group, existing assignments are not automatically changed by group membership changes (unless otherwise noted in a future enhancement).

9. Use User Groups in Analytics and Scorecards (at a glance)

After you’ve defined User Groups and, optionally, created assignments by User Group, you can:

Filter Analytics by User Group
On supported dashboards (Overview, Adoption, Engagement, Individual Progress, report cards), use the User Group filter to see results only for:
- Members of the selected User Group, and
- Within your existing role‑based scope.
Send Member Scorecards to a User Group (Org Admins)
When configuring Member Scorecards, select a User Group as the recipient to send that scorecard to all Members in that group.

Learn what User Groups are and how they behave: User Groups Overview