Use group meetings when you want participants in a cohort learning journey to work in smaller groups around one shared assignment.

Note. If you do not see Group meeting as an activity option, check that the learning journey is not using synced lists.

Set up the activity

Add the activity. Open the learning journey editor, add a new participant activity, choose Group meeting, and give it a name.

Activity type dropdown open in the learning journey editor with 'Group meeting' highlighted, a tooltip describing the feature, and the updated participant activity list on the right showing a newly added group meeting row

New group meeting activity in the "learning journey" editor

Write the meeting brief. Explain why the meeting matters, what participants should do together, and what they should leave the meeting with.

Group meeting editor with the 'View meeting details' step expanded, showing a Description text field and a file attachment area, and collapsed steps for 'Book meeting', 'Finish prep work', 'Conduct meeting', and 'Confirm meeting' below; the left sidebar shows 'Write meeting description' highlighted in the admin to-do list

Meeting "description" step for a group meeting

Choose how booking should work.

Groups decide for themselves. Each group leader books the meeting for their group.
Pre-set times. You decide the meeting times in advance.
If groups book their own time, also choose whether booking should happen in Knowly or in a separate channel such as a calendar app.
Set a deadline so the group knows when the meeting should be booked or completed.

Group meeting editor with the 'Book meeting' step expanded, showing Medium, Link, Date, Start time, and Length fields and a 'Send calendar invitations to all group members' checkbox; a side panel shows a 'Deadline type' dropdown open with options 'Relative to invitation date', 'Specific date', 'No deadline / decide later', and 'Choose deadline option'

"Booking deadline" settings for a group meeting

Add prep work. Keep the preparation short and practical. Use this step when participants should read something, open a template, or prepare a short reflection before the meeting.

Group meeting editor with the 'Finish prep work' step expanded and highlighted, showing a Description field with placeholder text and a greyed-out 'I have finished the preparations' button

"Prep work" step in the group meeting editor

Review the notifications. Check both the participant and group leader messages before you send the activity so the responsibility is clear from the start.

Choose the group designation

Open the Groups section in the activity.
Select the group designation that should be used for this meeting.
If you have not created a group designation yet, create one from the People area first.

If participants cannot confirm a group meeting

If participants have trouble confirming or booking a group meeting, first check how booking was set up. Groups that book their own time need a group leader and clear booking instructions. If you used pre-set times, check that the right group designation is connected and that the meeting time is still available to the group.

Before you send

Preview the activity when you want to confirm the participant view.
Make sure the meeting description, booking setup, and prep work all point in the same direction.
Important. After the group meeting has been sent, you can no longer change how meeting times are selected.

Create group designations for group meetings

Group leader

Examples of group meetings

Tips before you create group meetings

What activity types can I add?

How to create group meetings

Set up the activity

Choose the group designation

If participants cannot confirm a group meeting

Before you send