Managing groups

A group is a set of members of your organization, for example one team or one department. You give a group a role on a workspace, a Mate or a tool, and every member of the group gets that role. The people you add to the group later get it too, and the people you remove from the group lose it.

This article shows how to create a group, choose its members, give it access and delete it. It is for organization Owners and Admins, who manage groups, and for the administrators of workspaces, Mates and tools, who give access to groups.

Who can do what

• Create, edit and delete a group, add or remove its members: organization Owners and Admins.
• Give a group access to a workspace: an Admin or Owner of the workspace who is also a member of the group, or an organization Owner or Admin who administers the workspace.
• Give a group access to a Mate: a Mate Owner or Mate Admin of that Mate.
• Give a group access to a tool: an Owner of that tool.

Granting a group means trusting the organization admins who manage its members: when they add someone to the group, that person gets the group's access.

On enterprise plans, groups can be kept in sync with your identity provider: the members of a group then follow the groups of your company directory.

Open the Groups sub-tab

1. At the top of the sidebar, click the name of your organization.
2. Click Settings. The organization settings open.
3. Open the Members tab, then the Groups sub-tab.

The table lists each group with its members and the workspaces it can access. Organization Owners and Admins also see the Mates and tools of each group.

Create a group

1. In the Groups sub-tab, click Create group.
2. The dialog Create a group opens. Click Icon to choose an emoji.
3. Type the Name of the group. Every member of the organization can see it.
4. Optional: type a Description (optional), for example "Marketing team, all countries".
5. Click Create group.

"Members and access are added after creation": open the group to continue.

Add or remove members

1. In the Groups sub-tab, click the group. The group opens with the tabs General, Members, Workspaces, Mates and Tools.
2. Open the Members tab.
3. In Add members, search organization members by name or email and pick one or more.
4. Click Add members.

Each new member gets the notification "You were added to the group Marketing", and at once gets every access of the group.

To remove a member, click X on their row. They lose the access that the group gave them. Access given to them directly stays.

Only members of the organization can join a group. You can add a suspended member: they get no access through the group while they are suspended.

Give a group access to workspaces

From the group (organization Owners and Admins):

1. In the group, open the Workspaces tab.
2. In Workspaces, pick one or more workspaces in "Select workspaces you administer".
3. Choose the Role: Viewer, User or Admin. A group can never be Owner of a workspace. On a public workspace, a group can only be Admin.
4. Click Grant access.

The list shows the workspaces of the group with its role in each. A workspace that you do not administer shows "Only an admin of this workspace can change this access".

From the workspace: open its settings, then the Members tab, and pick the group in People and groups. See "Creating Your First Workspace".

Give a group access to Mates and tools

From the group (organization Owners and Admins):

1. In the group, open the Mates tab (or the Tools tab).
2. Pick one or more Mates in "Select a Mate you administer" (or tools in "Select a tool you own").
3. Choose the Role: Owner, Admin, User or List.
4. Click Grant access.

A Mate or a tool that you cannot change is read-only in the list, with the reason, for example "You have no admin role on this Mate".

From the Mate or the tool: open its Authorizations tab and pick the group in People and groups. See "Mastering Mate Authorizations" and "Mastering Tool Authorizations".

A group never counts as the last Owner of a Mate or a tool: at least one person, or the All organization members row, keeps the Owner role.

Change or remove a group's access

In the Workspaces, Mates or Tools tab of the group, or on the access screen of the workspace, Mate or tool:

• Change the role: pick another role in the row.
• Remove the access: click X on the row.

If you have access through this group, a change can lower your own access. A confirmation asks you first.

Each member of the group gets a notification when the group gets access, changes role or loses access. The notification names the group.

Which role applies

A member can have a role of their own and one or more roles through groups. The highest role applies. Two exceptions on workspaces:

• A member whose role in a private workspace is Suspended has no access to it, whatever their groups give.
• An organization Viewer stays a Viewer in every workspace, even when a group gives a higher role.

Delete a group

1. Open the group, then click Delete group.
2. The confirmation "Delete Marketing?" opens. It says: "Its 12 members lose the access granted through this group. Access granted to them directly is kept." Under Access removed, it lists the workspaces of the group with its role in each, and the number of its Mates and tools.
3. Read the warnings. For example, "1 Mate loses its last active admin" means that nobody else can manage that Mate after the deletion: give someone an admin role on it first.
4. Click Delete group.

The group shows Deleting for a short time, then disappears. Its members lose its access at once.

Related articles

• Managing members
• Managing Roles, Plans, and Permissions
• Mastering Mate Authorizations
• Mastering Tool Authorizations
• Understanding and Using Notifications