Strategy Guide: How To Use Groups

Learn how to use the brand-new groups feature and map out what you need in your business playbook.

Shawn Jensen avatar
Written by Shawn Jensen
Updated over a week ago

By grouping individuals based on their roles, teams, departments, locations, and more, it becomes easier to assign specific content and responsibilities to them. Learn how to best make use of your groups to deliver targeted training and optimize organization!

πŸ‘‰ Before you start:

  • ❗️This guide is best for Trainual subscribers who joined us before September 26th, 2023, as it overviews features before that time vs. after. πŸ‘€

  • This feature is available under all Trainual plans.

  • Only those with an Admin+ permission level can see and manage groups.

πŸ—‚οΈ Table of contents: Click on the arrow to view the different sections of this document and skip around to the parts you need.

Why you need to use groups:

Learn why groups were introduced and how it will optimize bringing your learning paths and assigned people together faster and more efficiently than just roles and teams did.

How to use groups:

Learn all about groups and how to create them.

Now you know the "why" behind groups, and how to use them... what should you do first? πŸ€” Read on! πŸ˜‰

Step 1: Review and clean up your current roles.

The new group "types" allow you to be much more focused and strategic.

Groups in your org


Group Type

Job Positions

Sales Rep, Marketing Director, HR Manager


Teams, Sub-teams, Management

Outside Sales, Product Support, Leadership


Divisions, Departments

Sales, Customer Service, Engineering


Geographic Locations, Offices, Branches

Nashville, Australia, Tatooine


Committees, Certifications, any other group in your org

Party Planning Committee, LGBTQ+ Affinity Group, Project Planning Certification


πŸ“ Please note: If you see a role that should be a team, department, location, or "other," you can easily change the group type. Here's how:

πŸ“ Please note: All of the associated content and group members will remain attached to the group when you change the group type.

Step 2: Add the groups you need now... and in the future.

Take a moment to think broadly about your business. What roles, teams, departments, and locations do you have right now that aren't yet in your Trainual?

Add them!

Next, think about...

What roles, teams, departments, or locations are you working toward as you scale your business? Create a group for each one. This is a simple way to visualize your goals and start planning for when they become a reality.

Step 3: Add descriptions and responsibilities for all groups.

This is the MOST effective way to identify the content you need in your business playbook.

Make sure that each group has a helpful description and clear, measurable responsibilities attached to it.

πŸ”₯ Pro Tip: Use the power of Trainual AI to auto-compose a description and add responsibilities!

Once you've done this, you will have effectively identified all the content you should create for each group in your business! Why, you ask? πŸ‘€ You should eventually have processes documented for a big chunk of employee responsibilities. (Don’t worry β€” you don’t need to document a process for every responsibility or have them all done right now! Just start with the ones that are done the most often and by the most people.)

πŸ“š And don't forget to learn more about groups by heading over to πŸ”— Group Share.

Need some extra help?

Email or press on the bubble on the bottom right-hand corner of the screen to start a chat to let us know what you need help with. β†˜οΈ

We know you got this and are pumped to get started! πŸŽ‰

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