Cohorts

In UbiSim, a Cohort refers to a group of users (usually learners) that are active within a given term duration.

To create a new cohort:

1. Log into the web portal (must have an Admin account)

2. Click on the ‘User Management’ tab, then click the ‘Cohort Groups’ button:

3. Click the ‘Cohort Create’ button:

4. Now, enter the name of the Cohort you wish to create, and select an end date. (You can also check off the ‘Deactivate these users at end date,’ which is particularly useful if you have a large number of users in this cohort, and wish to save time at the end of each term rather than having to deactivate each account one by one)! Then, click the ‘Create’ button:

5. You will now see the cohort you’ve just created with a current status of ‘active’:

Next, we will see how to add users to the cohort you’ve just created.

Inviting users to a cohort (individual):

1. Click on the ‘User Management’ tab. Then, click the ‘+Invite User’ button:

2. Enter the following details:

Then, repeat these same steps with any additional users you wish to add.

Inviting users to a cohort (bulk invite):

Alternatively, you can save a considerable amount of time by using the bulk invite feature to invite a large number of users to a cohort. We’ve recently just expanded the total limit of users from 50 to 500!

1. Click on the ‘User Management’ tab, then click the ‘Bulk Invite’ button:

2. Click the ‘Browse to file’ button to import the csv file from your computer. Select the cohort from the dropdown menu. Then, click the ‘Import’ button:

Managing Cohorts:

If you’ve already created some cohorts, you can manage them at any time. Managing cohorts involves editing the cohort details such as name and end date, deleting a cohort, and managing the users within a cohort.

If you wish to edit the details of an existing cohort:

1. Click on the ‘User Management’ tab, then click the ‘Cohort Groups’ button:

2. Find the cohort you wish to edit, then click the ‘Edit’ button:

You will now enter the same cohort editor screen as before where you can change the name and end date of the cohort. Alternatively, you can click the red ‘trash can’ icon if you wish to delete the cohort entirely.

You can also delete multiple cohorts at once by clicking the checkboxes to the left of the cohort names, clicking the ‘Action’ dropdown menu, clicking ‘Delete’, and then clicking the ‘Apply’ button:

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If you wish to transfer users to a new cohort:

1. Click on the ‘User Management’ tab to see the list of all registered user accounts:

2. Click the checkbox for each user that you wish to transfer to a different cohort. Click the ‘Actions’ button at the bottom of the page, then click ‘Transfer to another cohort’:

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3. Click the ‘Select target cohort’ button, select the cohort, and then click the ‘Submit’ button:

Then, you will be able to see the cohort those users have been transferred to under the ‘Cohort’ column in the list of registered users:

In the event that your cohort(s) are expiring within the next 30 days, you will see a banner at the top of the page asking you to review the cohort end date in case you wish to extend it. Or, you may click the 'Remind me later' button or the 'x' if you wish to keep the end date as is, and it will make the banner disappear:

Additionally, cohorts that are about to expire within the next 30 days are color coded in red. To see these, you may click on the 'User Management' tab, and click the 'Cohorts' button:
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Should you wish to extend the end date, you can simply click the 'Edit' button to the right of the cohort, select a new end date from the calendar, and click the 'Confirm' button:
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You can also use the cohorts feature in combination with your classes. To add a cohort to a class, you may click on a class from the left-hand menu:
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Then, click the 'Add Cohort' button to add a cohort to the class:
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From the dropdown menu, you can select the cohort you wish to add to the class. Then, you can select a start date and end date from the other two dropdown menus below it. Lastly, click the 'Confirm' button:

Now, if you click the 'Cohorts in Class' tab, you can see the cohort that you just added along with its corresponding details:
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You can repeat the above steps to roster multiple cohorts to your class in sequence. For example, you can have one cohort that will be enrolled in the class from one date to another, and other cohorts that are enrolled in the class in different time frames.