How to Organize Users and Teams
The Teams Management section in Learnly helps administrators organize users, create teams, manage cohorts, and configure roles and permissions across the organization. From inviting new members to creating structured learning groups and assigning custom permissions, this module provides everything needed to effectively manage learners and teams.
This article explains how to invite team members, create teams and cohorts, and manage custom roles within Learnly.
Access Teams Management
Log in to your Learnly account.
Navigate to People.
Click Teams.
The Teams Management dashboard provides an overview of:
Active Users
Active Teams
Assignments
The page includes three main sections:
People
Teams
Roles
Invite Team Members
Invite new users to join your organization and assign them roles and teams.
Steps
Navigate to People → Teams.
Under People, click Invite Member.
Enter one or more email addresses.
You can separate multiple email addresses using commas, semicolons, or new lines.
Up to 10 users can be invited at once.
Select a Role for the invited users.
(Optional) Select a team from the Assign to Team dropdown.
Review the invitation details.
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.
Steps
Navigate to People → Teams.
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.
Steps
Navigate to People → Teams.
Under Teams, click + Create.
Select Regular Team.
Enter a Team Name.
(Optional) Add a Description.
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.
Steps
Navigate to People → Teams.
Click + Create.
Select Cohort-Based Learning.
Choose a Source Course.
Enter a Cohort Name.
Select a Start Date.
(Optional) Select an End Date.
(Optional) Add a Description.
Click Create Cohort.
After creating the cohort, you can:
Add learners to the cohort.
Assign additional courses.
Link live training sessions.
Connect automated learning journeys.
Create a Custom Role
Custom roles allow organizations to control access and permissions based on responsibilities.
Steps
Navigate to People → Teams.
Open the Roles section.
Click Create Custom Role.
Enter a Role Name.
Add a Description.
Select the permissions you want to assign.
Available permissions include:
Manage Users
Manage Teams
Manage Courses
Manage Reports
Manage Engagement
Manage Integrations
Manage Settings
Manage Certificates
Manage Roles
Manage Team Members
View Team Reports
View Courses
Complete Courses
View Own Progress
Review the selected permissions.
Click Create Role.
The custom role will be available for assignment to users.
Best Practices
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.
The Teams Management module in Learnly provides a centralized way to manage users, teams, cohorts, and permissions. By organizing learners into teams, creating structured cohorts, and assigning appropriate roles, administrators can streamline training management and ensure users have access to the resources and responsibilities they need.
