User Group Permissions
Users with a Super admin account and User group Owners will have access to the User group in order to set the default Permissions and create/edit other Permission sets.
Please refer to article Editing a User group which explains limitations.
Accessing user group permissions
Open a User group and click the Permissions tab.
Default User Group Permissions
There are three default Permission sets for a User group:
- Owners - this set of permissions cannot be changed. Owners can View, Edit and Delete the User group.
- Everyone - this permission set relates to all users of the system other than 1 time completion user who do not log in. The permissions are switched off by default.
- Members - this permission set relates to all users in the group other than Owners. The default permission allows members to view the group, so they can see the Membership and Permissions tabs but cannot change anything.
Additional Permission sets can be created. These could be useful for a subset of users who may or may not be members. These users might naturally fall into the "Everyone" category but actually require some or all access to the User group.
Alternatively, a user may be a member of the group who is required to occasionally remove members. They can be given an additional permission set with Edit enabled to allow them to do this. In the example below, Fiona Kensington is already a member of the user group but, as a Team Leader, requires this higher permission.
Creating a User group permission set
(screenshots are from a super admin account)
Click the + Add permission set button.
Note: while the permission set is being created, the button is disabled.
Give the new permission set a name and enable the required permissions.
Click the tick to save the new permission set.
The new permission set will have a link to Add assignees.
Click Add assignees.
| There is the option to add individual Users or to add User groups. Click onto the User groups tab if required. To add individual Users, click the + button. | |
| Either scroll to and select the required User(s) or start typing the User's first name so that the list filters accordingly. Click on the User tile to select. | |
| The User tile will grey out and be marked, "Already selected". Continue adding Users or User Groups as needed. Click + Add in the bottom right corner of the tab. | |
| A green success toast message will confirm the User's addition to the permission set. Close the Manage assignees tab. | Screenshot 2025-01-22 at 13.18.55.png |
The new permission set will contain the avatar of the assignees.
Note: avatars are only displayed for the Owners and non-default sets.
If you add a User group to a permission set of a User group, the User group avatar is shown first and, when clicked on, will display the User group description and the number of members in the group.
You can tell the difference by the shape of the avatar.
The below shows how the default Permissions for Members can be amended.
Important: as soon as a user is made an assignee of a permission set, they are immediately granted those permissions. They do not have to log out/in, but sometimes a page refresh is needed to see these take effect.
Find out about editing user group permissions.
Useful info
- A user can belong to several user groups and more than one permission set in a group.
- A User group can have up to 10 Owners.
- A User group can have up to 1,000,000 Members.
- The maximum number of User groups you can have in your system is 1,000.