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Moving Learners Between Learning Groups

This article explains how administrators can move learners from one Learning Group to another within Kubicle.

You may need to move learners when they change roles, departments, teams, or when Learning Groups are reorganized. The process is straightforward and can be completed in a few steps using the platform’s invite workflow.

Administrator Permissions

There are two types of administrator roles in Kubicle, and your permissions determine what you can do:

Organization Administrators (Super Admins)

  • Can move learners between any Learning Groups within the organization.

Learning Group Administrators

  • Can move learners into the Learning Group they manage.

  • The learner being moved can come from any other Learning Group in the organization.

Important:
A learner cannot belong to more than one Learning Group at the same time. When a learner is moved, they are automatically removed from their previous Learning Group.

Step 1 — Open the Destination Learning Group

Navigate to the Learning Group that you want to move learners into.

  • If you are an Organization Administrator, select this Learning Group from your main Learning Groups dashboard.

  • Once inside the Learning Group, go to the user invitation area by selecting “Invite Users.”

You are always initiating the move from the new Learning Group, not the old one.

Step 2 — Prepare and Upload Learners

You have two options to add learners to the new Learning Group:

Option A — Upload via CSV

  1. Download the provided CSV template.

  2. Fill in the required fields for each learner you want to move.

  3. Save the file to your computer.

  4. Upload the completed file back into Kubicle.

Option B — Invite by Email

Alternatively, you can manually enter learner email addresses by selecting the “By Email” option.

Step 3 — Send the Invitation

Select a sender for the invitation and click “Preview to Send.”

When you confirm and send:

  • New users (who have never used Kubicle before) will receive an email invite.

  • Existing learners will not receive the message shown in the preview — this message is only for brand-new users.

This step still triggers the system to process the move for existing learners.

Step 4 — Confirm the Move

Once the invitations are sent, Kubicle will automatically remove the selected learners from their previous Learning Group and add them to the new one.

You will see a confirmation message on-screen confirming that each learner’s Learning Group has been updated successfully.