How to Manage Users, Teams, Cohorts, and Roles

The Teams Management section in Learnly helps administrators organize users, create teams, manage cohorts, and control access through roles and permissions. From inviting new members and assigning users to teams to creating structured learning groups, administrators can manage learners and training operations efficiently.

This article explains how to invite users, manage members, create teams and cohorts, and configure custom roles in Learnly.

Invite Team Members

Invite new users to join your organization and assign them roles and teams.

Step 1: Open Teams Management Section

Navigate to 'People' → 'Teams'.

Step 2: Send a User Invitation

Under 'People', click 'Invite Member'.

Step 3: Configure Invitation Details

Enter one or more 'Email Addresses', select a 'Role' for the invited users, and select a team from the 'Assign to Team' dropdown. Finally, click 'Send Invitation'.

The invited users will receive an email invitation to join the organization.

Manage Existing Members

Administrators can manage users after they have joined the organization.

Step 4: Manage User Actions

Locate the member you want to manage. Click the 'Options' menu next to the user. Select one of the available actions:

View Details – View user information and activity.
Edit Member – Update user details or role assignments.
Manage Teams – Add or remove team memberships.
Send Email – Contact the user directly.
Delete – Remove the user from the organization.

Create a Regular Team

Regular teams help organize learners, departments, or groups within your organization.

Step 5: Create a New Team

Under 'Teams', click '+ Create', Select 'Regular Team'.

Step 6: Add Team Details

Enter a 'Team Name', add a 'Description', and click 'Create Team'.

The team will be created and available for member assignments.

Create a Cohort

Cohorts allow learners to progress through training together on a shared schedule.

Step 7: Start Cohort Creation

Click '+ Create', select 'Cohort-Based Learning'.

Step 8: Configure Cohort Details

Choose a 'Source Course ', enter a 'Cohort Name', select a 'Start Date & End Date', add a 'Description', and finally click 'Create Cohort'.

Step 9: Access Management Options

Use the 'Manage' button to access additional options.

Step 10: Manage Learning Activities

After creating the cohort, you can add learners to the cohort, assign additional courses, link live training sessions, and connect automated learning journeys.

Create Custom Roles

Custom roles allow organizations to control access and permissions based on responsibilities.

Step 11: Create a Custom Role

Open the 'Roles' section and click '+ Create Custom Role'.

Step 12: Configure Role Permissions

Enter a 'Role Name', add a 'Description', select the permissions you want to assign, and click 'Create Role'.

The custom role will be available for assignment to users.

Best Practices for Managing Users and Teams

Assign users to teams during the invitation process to simplify management.
Use descriptive team and cohort names for easy identification.
Create cohorts when learners need to follow the same learning schedule.
Follow the principle of least privilege by granting only the permissions users require.
Regularly review user roles and team memberships to keep your organization organized.

Learnly’s Teams Management tools provide a centralized way to organize users, structure learning groups, and manage access permissions. By creating teams, setting up cohorts, and assigning the right roles, administrators can simplify training operations and ensure learners have the appropriate access to learning resources and responsibilities.

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