User groups make it easier to manage access rights, application visibility, and notifications for multiple team members at once.
Instead of configuring permissions and tags separately for every user, you can create a group, configure it once, and assign team members to it.
How User Groups Work
Each team member can belong to one user group or have no group.
When a team member belongs to a group:
The group’s permissions apply to the member.
The group’s tags determine which tagged applications the member can access.
The member’s individual permissions and tags are replaced by the group configuration.
Changing the group configuration applies the new settings to every member of that group.
A team member who does not belong to a group continues to use their individual permissions and tags.
Create a Group
Open Settings.
Go to Manage users.
Select Groups.
Enter a name for the group.
Select the tags that should apply to its members.
Select the permissions the group should have.
Click Create group.
The group will appear in the list below the creation form.
Configure Group Permissions
Permissions control which actions members of the group can perform.
You can:
Select permissions individually.
Select all available permissions.
Remove all permissions.
Restore the default permissions.
Any permission changes apply to all members assigned to the group.
Configure Group Tags
Tags control which tagged applications members of the group can access.
For example, if a group is assigned the tag Accounting, its members can access applications carrying the Accounting tag according to their other access rights.
An application only needs to share one of the group’s tags to match the group’s tag restriction.
Assign a Team Member to a Group
Open Settings.
Go to Users > Membership.
Create a new member or edit an existing member.
Select a group from the Group dropdown.
Save the member.
When a group is selected, the member’s individual tags and permissions are hidden because those settings are inherited from the group.
Select No group to manage the member’s tags and permissions individually again.
The assigned group is also displayed next to the member’s email address in the team members list.
Edit a Group
Open Settings > Users > Groups.
Find the group you want to update.
Click the settings icon.
Update its name, tags, or permissions.
Click Update.
The updated configuration applies to all current members of the group.
Delete a Group
Open Settings > Users > Groups.
Find the group you want to remove.
Click the delete icon.
Confirm the deletion.
Deleting a group does not delete its team members. Members are simply unassigned from the deleted group.
Notify Groups with Automations
Automations can send an email to every member of one or more selected groups.
Add a Group Notification Action
Open the automation builder.
Add or edit an action.
Select Notify groups as the action type.
Select one or more groups using the checkboxes.
Enter the email subject and message.
Ensure Email is enabled.
Save the action and activate the automation.
When the automation runs, the email is sent to every current member of the selected groups.
If a user belongs to more than one selected group, the user receives only one notification.
Important Considerations
A team member can belong to only one group.
Group permissions and tags take precedence over individual member settings.
Changes to a group immediately affect every member assigned to it.
Group notifications use the current group membership when the automation runs.
Deleting a group unassigns its members but does not remove them from the team.
A group with no members does not generate any email recipients.