1. No you don't need new groups for it all. You can use the same group (aka 'Category') for multiple groups of people. Or you can create your own 'Category'. You can export the Categories so they can be used in other realms.
2. You can create things where ever you feel it is suitable.
3. Yes you can export your Mechanics and import it into other realms.
4. Interesting question and one I have pondered myself. If you were a genius with XML i suspect that this very may well be possible. This is not a beginner class though. This is the class the teachers take once they have perfect their role. Forget this question for now. EightBitz... you're the teacher in this scenario