User groups
User groups help you share access to specific submissions across different programs. This is useful when you want certain teams to focus only on the submissions that matter to them, without giving access to full programs.
User groups are commonly used to grant access by brand, department, region, development team or third parties.
🔓 Subscriptions: Premium, Enterprise
Create groups
⚙️Roles: Company Admin
You create and manage user groups from the admin section. To create a user group:
Go to Admin.
Open Groups.
Select Add group.
Enter a group name that clearly reflects its purpose.
Enter a group description.
Create the group.
Manage groups & members
⚙️Roles: Company Admin, Group Admin
After creating a group, you can add users and assign a group role. Group roles control what a user can do within the group context and what submissions they can access through that group.
To add a user to a group:
Go to Admin.
Open Groups.
Open the group you want to manage.
Select Add group member.
Select one or more users and assign a group role.
Save your changes.
⚠️ Beware: When adding members to a group, make sure to review the group’s default assignee. If it is set, submissions shared with the group will be automatically assigned to that member.
Group roles
Group admin
Group admins manage the group and it members. They can also access submissions that are shared with the group. A group admin is typically used for users who:
Maintain group membership
Work on submissions shared with their team
Need visibility into relevant reports across programs
Group member
Group members can access submissions that are shared with the group.
A group member is typically used for users who:
Work on submissions shared with their team
Need visibility into relevant reports across programs
Group reader
Group readers have read-only access to submissions shared with the group.
A group reader is typically used for users who:
Need visibility for awareness or coordination
Should not take action on submissions
Add group to submissions
⚙️Roles: Company Admin, Program Admin, Assigned Program Editor, Assigned Program Member
When a submission moves from triage to pending, the default program assignee is assigned to the submission and informed about the new submission. At this stage, you can add the appropriate user group to ensure the right people get access.
To add a group to a submission:
Open the submission you want to share.
Navigate to the People section.
Select the relevant user group.
After you add a group to a submission, group members can access that submission even if they are not a member of the program where the submission was created.
When you add a group to a submission, the group’s default assignee becomes the assignee of the submission and will receive all email notifications related to it.
💡Note: If the program default assignee should continue receiving email notifications, make sure this user is also a group member and set as the default assignee within each relevant group. This way, the group has access where needed, while the program assignee can still easily follow up on the submission.
Best practices
Use groups to share access to specific submissions across programs without granting broad program access.
Create groups that match your organization structure, such as brands, departments, regions, or development teams.
Combine program roles and group roles to give users the right access for their responsibilities.
Review group membership regularly, especially when team structures change.