How to configure and assign LMS training groups

Training groups in Ciphr LMS let you segment employees so the right learning content reaches the right people. This guide walks you through the two-step process: first, adding a new training group option to your system picklist; then making sure it's visible and assignable in employee profiles.

By the end, you'll be able to create and assign training groups with confidence.

You'll need: admin access to Data Management and role management settings in Ciphr.

Contents

• Part 1: Add a new training group to your picklist
• Part 2: Make the training group available in employee profiles
• Part 3: Assign a training group to an employee
• Tips and things to know
   

Part 1: Add a new training group to your picklist

Start by creating the training group as a picklist option. This makes it available to select when assigning groups to employees.

1. Select the search icon (🔍) at the top of the page.
2. Type pick lists in the search box.
3. Select Configure Picklists from the results.

4. Find and select TrainingGroup_New from the list of picklist categories.

5. Select + Add new record. A new blank row appears at the top of the list.

6. In the Data field, type the name of your new training group (for example, Talent).

7. In the Order field, enter a number to set where this group appears in the list. Lower numbers appear first.

8. Select Update to save your new training group.

Part 2: Make the training group available in employee profiles

Now configure where the training group field appears, so it can be assigned to individual employees.

1. Select the search icon again and type additional in the search box.
2. Select Additional Information Configuration from the results.

3. Locate and select LMS Training Groups from the list of fields and select Update.

4. Select the search icon again and type Role Management in the search box.

5. Select the relevant role

6. Select Additional Information 

7. Select LMS Training Groups

8. Select Write Access on both options

9. Click Review Changes 

Part 3: Assign a training group to an employee

With your new training group set up, you can now assign it directly to an employee's profile.

1. Navigate to the employee's profile and select the search icon.

2. Type additional in the search box.
3. Select Additional Information from the results.

4. Select LMS Training Groups.

5. Select Insert New Record.

6. Select the relevant training group from the dropdown — for example, Future Leaders.

7. Select Update to save the assignment.

Tips and things to know

• Plan your group names before you start: Once a training group name is in use, renaming it may affect existing assignments. Agree on naming conventions with your L&D team first
• Use the Order field to control the dropdown sequence: Numbering groups in increments of 10 (e.g. 10, 20, 30) gives you room to insert new groups later without reordering everything
• Training groups work alongside your LMS course assignments: Assigning a group to an employee profile doesn't automatically enrol them in courses - that step happens separately in your LMS settings
• Check your permissions first: You'll need admin-level access to both Data Management and role management to complete all steps in this guide. If you can't see these menu options, contact your system administrator
• You can add multiple training groups: Simply repeat Part 1 for each new group you want to create
• Assigning groups to employees can be done in bulk: If you need to assign a training group to a large number of employees at once, check whether your Ciphr admin has access to the Bulk Change tool - it can save significant time