How to Manage Groups

⚠️ Role required: The features described in this guide require the Organisation Administrator role. If you do not have this role, contact your organisation's administrator.

Groups allow you to assign software licenses and permissions to multiple users at once, simplifying access management at scale. Instead of assigning licenses to each user individually, assign them to a group and add users as members.

Navigation

Click on Groups in the left sidebar or on the Groups card on the home page.

The Groups page displays a table with the following columns:

How to Create a Group

1. Click New Group.

   

2. Fill in the group details:

   Field	Description	Required
   Group Name	A descriptive name for the group (e.g., "Crystallographers")	Yes
   Description	Explain the purpose and scope of this group	No

3. Add members: Select users to include in this group. Users can belong to multiple groups.

4. Assign licenses: Select the application licenses that members of this group should receive. Each member automatically receives these licenses.

5. Assign permissions: Optionally assign application permissions to the group. These are application roles: when a user is a member of the group, the group's roles are synced to the identity system and carried in the user's token the next time they log in, granting the corresponding access in each application.

6. Click Apply to save.

Note: When a user is added to a group, they immediately receive all licenses assigned to that group, along with the group's application roles. If the same license is assigned to a user both directly and via a group, it only counts once toward your license allocation.

How to Modify a Group

1. Click Edit next to the group you want to modify.
2. Update the group name, description, members, licenses, or permissions as needed.
3. Click Apply to save.

Changes take effect immediately — added members gain access, removed members lose access.

How to Delete a Group

1. Click Edit next to the group you want to delete.
2. Click Delete.
3. Confirm the deletion.

Warning: Deleting a group removes all license assignments that were provided through that group. Members who only had licenses via this group will lose application access.

Recommended Group Structure

Organize your groups by combining different strategies:

Organisation
├── Department Groups
│   ├── Marketing (CRM, Analytics access)
│   ├── Development (Dev Tools, Git access)
│   └── Finance (ERP, Reporting access)
├── Project Groups
│   ├── Project Alpha (temporary access)
│   └── Project Beta (temporary access)
└── Functional Groups
    ├── Managers (extended permissions)
    └── Support (read-only access)

Tips:

• Department groups for baseline application access that all members of a team need
• Project groups for temporary, cross-team access (delete when the project ends)
• Functional groups for elevated permissions shared across departments
• Avoid creating groups with only one or two members — assign licenses directly to those users instead
• Use the group description field to document what access the group provides and why

Related

• Organisation Administrator Guide
• How to Manage Licenses