How to Create User Groups

This guide explains how to create and configure user groups. User groups are collections of roles that define what users can access and do in the platform. Users are assigned to groups to inherit the permissions defined by the group's roles.

Before You Start

You must have administrator rights or user group creation permissions to create user groups.
User groups require at least one role to grant users any access. Without assigned roles, users in the group will have no permissions.
Consider which roles the group needs before creating it. Roles can be added after creation.
Admin user groups grant full platform access to all members and should be used carefully.

Steps to Create a User Group

Navigate to Admin Settings >User Settings >User Groups tab.
Click the [+ New] button.
Enter a Name for the user group.
If this should be an admin group with full platform access, check the Admin User Group checkbox.
Click Save to create the user group.

How to Add Roles to a User Group

After creating a user group, you need to assign roles to define what permissions the group has.

From the User Groups list, click on the user group name or use the three-dot menu (⋯) to open its details.
In the user group details page, locate the Roles section.
Click [+ Add] to add a new role.
Select the role from the list of available roles.
If you selected a folder role, you will be prompted to select which folders this role applies to.
Click Save to assign the role to the user group.

Managing Folder Assignments

Folder roles control access to specific folders and their contents. You can modify folder assignments at any time:

In the Roles list, folder roles display with a collapse/expand icon showing which folders they apply to.
Click the cogwheel icon next to a folder role to modify which folders it applies to.
To remove a role from the user group, click the cogwheel icon and select remove.

How to Add Users to a User Group

Users are assigned to user groups through the Users tab, not from the user group details page:

Navigate to Admin Settings >User Settings >Users tab.
Find the user you want to add to the group.
Click the three-dot menu (⋯) and select Edit.
In the user editing form, assign the desired user groups.
Click Save.

Tips

Always assign at least one role to a user group. Empty groups grant no permissions to their members.
User group details show how many users have access, when the group was created, last modified date, and lists all assigned users and roles.
Be mindful when editing user groups, as changes immediately affect all users within that group.
Admin user groups bypass all role-based restrictions and should only be used for trusted administrators.
A single user can be assigned to multiple user groups, inheriting permissions from all assigned groups.
Use descriptive names for user groups that reflect their purpose or the team they represent.