Automatically Add Users to Groups based on Email Domain

by Skilljar Customer Training
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You can work with the Skilljar team to turn on an optional feature for your training domain(s) that automatically creates and adds users to groups based on their email domain (e.g. skilljar.com). 

This functionality simplifies managing students based on their email domain. Common use-cases include: 

  • Tracking usage for individual groups of students from the same company
  • Providing more detailed analytics when viewing by group
  • Show or hide Catalog Pages, Paths, Plans, or Courses based on group membership
  • Redirect Group members to a custom catalog page designed for them

 

In this article:

 

Enable automatic group creation based on email domain

By default, this setting is turned off. To enable this functionality, please reach out to the Skilljar Support team at support@skilljar.com with:

  1. Your company’s Skilljar organization
  2. The domain on which you would like this feature enabled

When this feature has been enabled for you by the Skilljar team, it will create groups based on a  student’s email domain when: 

  1. They sign up as a new user or 
  2. When they sign in as an existing user. 

Once a group has been created for an email domain, new students will automatically be added to this existing group upon signing up or whenever an existing user signs in after the feature has been enabled. 

 

This differs from the traditional method for creating and adding users to groups. Learn more:  Creating and Managing Groups.

 

Note: Once this is enabled, all users who sign in and sign up will have groups created based off of their email domain. Depending on your audience, this will likely result in the creation of many new groups.



Student Experience

The student experience remains the same. Whether signing up for the first time (using single sign-on (SSO), Access Codes, using a form-fill, etc...)  or signing in after the feature has been enabled, the user will be added to the appropriate group based on their email domain.

 

New Student Example:

When a student creates an account for your training domain for the first time.

 

  1. Skilljar Support team enables the feature for your domain(s), per your request to support@skilljar.com
  2. A new user signs up for an account using the email address name@acmecompany.com
  3. Skilljar looks to see if an acmecompany.com group already exists
  • If it does, skip to Step 4. 
  • If not, Skilljar creates a new group called, acmecompany.com
  1. The new user will be added to the group acmecompany.com



Existing Student Example:

When a user has an account that was created before the feature was/is enabled.

 

  1. Skilljar enables the feature for your domain(s)
  2. An existing user with the email address name@acmecompany.com signs in
  3. Skilljar looks to see if an acmecompany.com group already exists
  • If it does, skip to Step 4. 
  • If not, Skilljar creates a new group called, acmecompany.com
  1. The user will be added to the group acmecompany.com

 

User changes email address to a new email domain

In the rare instance where an existing user changes their email address to include a new email domain, the user will be added to the new email domain group the next time they sign-in, while still existing as part of the previous group. 

 

For example, Heather has an existing account, heather@company1.com, and is a member of the company1.com group. If Heather updates her email address through her profile to heather@company2.com, she will be added to the group, company2.com, but also remain in the company1.com group. If needed, your Dashboard Admins would be able to go into the previous group and manually remove the student from the old group. Learn more about Creating and Managing Groups.

 

Admin Experience

If this is a feature that you would like enabled for your domain(s), please contact the Skilljar Support team at support@skilljar.com and they will work with you on getting it enabled. 

Users can still exist in any additional groups that you already have or will create in the future.

To view the groups and users within each, Admins can navigate to the Groups page within the Skilljar Dashboard.

 

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