How can I share a Gnowbe program with users?

Sharing a program with users involves:

• Creating a user group
• Sharing the program with the group
• Inviting users to the group for them to access the program
  
   

 

Before learning how to share programs, it will help first to understand how Gnowbe Dashboard is structured and the various administrative roles involved. If not, click the links below to find specific instructions on sharing programs depending on your scenario:
 

You are the program's curator

1. I'm the Curator of the program, and also the Admin of the workspace
2. I'm the Curator of the program, and I'm sharing the program as an Admin in someone else’s workspace
3. I'm the Curator of the program, and I'm not the Admin

You are not the program's curator

1. I'm sharing someone else's program in my workspace

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You are the program's curator

Scenario 1: I'm the Curator of the program, and also the Admin of the workspace
↳ You are the program’s curator
↳ You are an Admin for your workspace.

 

Sharing your program

1. Log into Gnowbe Web (web.gnowbe.com) and access your program.
   
   
    
2. Click Edit.
   
   
    
3. Click Share. You’ll be brought to the Manage Program page.
   
   
    
4. Ensure that you're in the correct Workspace. For example, if you find yourself in the Sandbox Community workspace but intend to share a program to your own workspace, please remember to switch workspaces first.
   
    
    
5. Click +Create group.
   
   
    
6. Enter your group name. You are given the option of adding yourself as a learner in the group (recommended). Click Create and Continue.
   
   
    
7. Gnowbe will proceed to automatically share your program with this new group. You can now start inviting learners to join your group. Once done, click Finish.
   
   
    
8. You can also choose to add/remove your program from individual groups by checking/unchecking the boxes next to the group names.
   
   
    
9. Remember to click Save changes to confirm your changes.
   

Inviting learners to access your program

1. Click Invite under the Participants field.
   
   
    
2. A pop-up will appear for you to invite learners. There are two user invitation methods:
   
    
   • Invite by Email - Invite individual users to join the group via email.
     
     Type in your learner's email and click invite. The learner will receive an email invitation to access the group's programs.
     
      
   • Share link - Invite learners to join the group via a group invitation link.
     
     This method is not the most secure way to invite learners, as anyone who possesses the link can join the group and access the group's programs. ⚠️ Please do not invite users via this method if your group contains programs with confidential information.
     
     
     
      

See also:
How can I create/delete user groups on Gnowbe Dashboard?
How can I mass invite users to a group? (See option 2)
How can I share a Gnowbe program with multiple groups at one go?
How can I remove a program from a group?
How can I view user analytics and check my learners' progress?
How can I interact with my learners after sharing my program with them?
 

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Scenario 2: I'm the Curator of the program, and I'm sharing the program as an Admin in someone else’s workspace
↳ You are the program’s curator
↳ You have been made an Admin in someone else’s workspace

 

Sharing your program

1. Log in to Gnowbe Web (web.gnowbe.com) and access your program.
   
   
    
2. Click Edit.
   
   
    
3. Ensure that you're in the correct Workspace. For example, if you find yourself in the Sandbox Community workspace but intend to share a program with another workspace, please remember to switch workspaces first.
   
    
    
4. Click Share. You’ll be brought to the Manage Program page.
   
   
    
5. Click +Create group. Skip to Step 7 if the user group has already been created and appears on your list.
   
   
    
6. Select the workspace where you want to create the group. Enter your group name and click Create and Continue.
   
   
    
7. Gnowbe will proceed to automatically share your program with this new group. You can now start inviting learners to join your group. Once done, click Finish.
   
   
    
8. If the group already appears on your Manage program page, simply check the box beside the group name to share your program with the group.
   
   
    
9. Click Save.
   
    

Note
You'll see the Program availability feature on your Manage program page. 

• If enabled for a workspace, this feature allows other Admin/Agents to share your program with other user groups in the workspace on Gnowbe Dashboard - learn more here.
• If you don't intend to allow your program to be shared by other Admins/Agents in the same workspace, you can leave this setting untoggled.
   

Inviting learners to access your program
 

1. Click Invite under the Participants field.
   
   
    
2. A pop-up will appear for you to invite learners. There are two user invitation methods:
   
    
   • Invite by Email - Invite individual users to join the group via email.
     
     Type in your learner's email and click invite. The learner will receive an email invitation to access the group's programs.
     
      
   • Share link - Invite users to join the group via a group invitation link.
     
     This method is not the most secure way to invite users, as anyone who possesses the link can join the group and access the group's programs. ⚠️ Please do not invite users via this method if your group contains programs with confidential information.
      
3. Invite yourself as a participant to the same user group as your learners to access the program(s) you shared with them.
   
    

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Scenario 3: I'm the Curator of the program, and I'm not the Admin
↳ You are the program’s curator
↳ You have been made a Curator of the Workspace/Group, and the Admin of the workspace is someone else


Sharing your program
 

1. Log in to Gnowbe Web (web.gnowbe.com) and access your program.
   
   
    
2. Click Edit.
   
   
    
3. Ensure that you're in the correct Workspace. For example, if you find yourself in the Sandbox Community workspace but intend to share a program to another workspace, please remember to switch workspaces first.
   
    
    
4. Click Share. You’ll be brought to the Manage Program page.
   
   
    
5. Toggle your program's availability for the workspace. This will allow Admins/Agents to share/unshare your program with groups in the workspace.
   
   
    
6. The workspace’s Admins/Agents can now proceed to share your program with group(s) in the workspace. Learn how here.
    

Inviting learners to access your program
User invitations can only be done by the workspace’s Admins or Agents. Learn how here.


 

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You are not the program's curator

To share someone else’s program with your learners, you will first need to assign them a Creator role in your workspace to grant them program-sharing privileges.

Two things to consider:

1. If you want the program curator to also have administrative rights in your workspace - Invite them to be an Admin or Agent. [Quick link]
    
2. If you do not want the program curator to have any administrative rights in your workspace - Invite them to be a Curator of the Workspace or Curator of the Group - learn the difference here. [Quick link]
    

Inviting User X as an Admin/Agent to share their program in my workspace
After inviting a user as an Admin/Agent into your workspace, they’ll be able to share their programs with user groups in your workspace.

Sharing User X's program

1. Firstly, invite User X as an Admin/Agent to your workspace. Click here for step-by-step instructions. 
    
2. Once done, User X can proceed to share their program with your workspace on Gnowbe Web. The following instructions are for them.
    
3. User X logs into web.gnowbe.com and accesses their program.
   
    
    
4. Click Edit.
   
    
    
5. Click Share. You’ll be brought to the Manage Program page.
   
   
    
6. Click +Create group. Skip to Step 9 if the user group has already been created and appears on your list.
   
   
    
7. Select the workspace where you want to create the group. Enter your group name and click Create and Continue.
   
   
    
8. Gnowbe will proceed to automatically share your program with this new group. You can now start inviting learners to join your group. Once done, click Finish.
   
   
    
9. If the group already appears on your Manage program page, simply check the box beside the group name to share your program with the group.
   
   
    
10. Click Save.
    
     

Note
You'll see the Program availability feature on your Manage program page. 

• If enabled for a workspace, this feature allows other Admin/Agents to share your program with other user groups in the workspace on Gnowbe Dashboard - learn more here.
• If you don't intend to allow your program to be shared by other Admins/Agents in the same workspace, you can leave this setting untoggled.

Inviting User X as a Curator of the Workspace/Group to share their program in my workspace
After inviting a user as a Curator of the Workspace/Group, they’ll be able to make their programs available for sharing in your workspace.

Making User X's program available for sharing
 

1. Firstly, invite User X as a Curator of the Workspace/Group to your workspace. Click here for step-by-step instructions. 
    
2. Once done, User X can proceed to make their program available for sharing on Gnowbe Web. The following instructions are for them.
    
3. User X logs into web.gnowbe.com and accesses their program.
   
   
    
4. Click Edit.
   
   
    
5. Click Share. You’ll be brought to the Manage Program page.
   
   
    
6. Toggle the program's availability for the workspace. This will allow Admins/Agents to share the program with groups in the workspace.
   
   
    

Sharing User X's program
You will now proceed to share User X's program with user groups in your workspace.

1. Log in to the Gnowbe Dashboard (dashboard.gnowbe.com) or click Dashboard on your Gnowbe Web homepage.
   
    
2. Click Programs.
   
    
3. Select the user group you wish to share your program with. If it hasn't been created yet, create a group - learn how here.
   
    
4. Click Programs.
   
    
5. Click +Add program.
   
    
6. Click Add.
   
    
7. User X's program will be shared with your group.
   

See also:
How can I create/delete user groups on Gnowbe Dashboard?
How can I mass invite users to a group? (See option 2)
How can I share a program with multiple groups at one go on?
How can I remove a program from a group?
How can I view user analytics and track my learner's progress?
How can I interact with my learners after sharing my program with them?

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*This is irrelevant to the guide; we just want to entertain you for a bit while you’re here! 🤣