Admin Console — This article is for account admins and managers
What are User Groups?
User Groups are a way to segment your staff so the right people see the right forms, tasks, and resources. If you have content that's only relevant to certain members of your team, you can create a User Group for them and assign content directly to that group.
User Group examples:
A Managers group for monthly audit forms that only administrators and managers need to complete
A Front of House group containing forms relevant only to your FOH staff
A Kitchen Staff group for temperature logs, cleaning schedules, and other kitchen-specific forms
Note: You may not have access to this feature if you are on one of our Legacy plans. Reach out to [email protected] if you'd like to learn more.
Creating a User Group
Log into your Admin Console
Navigate to Staff & Users
Select the User Groups tab
Select Add User Group
Enter a Name and optionally a Description
Select Save
Repeat for each User Group you need. Once created, a User Group is ready to be assigned to forms, tasks, or resources.
Adding Users to a User Group
Navigate to Staff & Users
Select the User Groups tab
Find the relevant User Group and select Add People from its Actions menu
Select all staff members you want to add to this group
Select Save
Note: Staff members who are not assigned to any User Group will see all forms that have not been allocated to a specific group.
You can only assign user groups to users, not "Staff" records. If your team shares a device, assign the user group to the login used on that device.
For example, Paul, Georgia, and Jack all work front of house but share the FOH tablet, logging in with [email protected]. In this case, assign the user group to [email protected].
The exception is when each of your staff have their own login and are using their own devices.
Adding Staff to a User Group (from Profile)
Navigate to Staff & Users
Click on a person's profile
Click three dots icon in the top right-hand corner
Select Edit Details
Scroll down to Operational Details
Input their User Group details
SAVE
Adding a Form to a User Group
Navigate to Forms
Select the pencil icon next to the relevant form
Scroll down to Form Settings
Under User groups that need to complete this form, select all applicable User Groups
Select Save
Note: A User Group can be applied to both Scheduled and Ad Hoc forms.
User groups and tasks
You can also assign tasks to user groups. Say for example, you want someone in a group of people in a team to view a specific issue:
Create a Corrective Action task
Assign it to the User Group
Send it
The entire user group of people will be able to access that task.
If you want all of your Front of House people to do a training, rather than assigning the task to all the individuals, assign the training task to the user group sends everyone in this user group a training task.
Possible impacts this could have on your setup:
If you have assigned User Groups to forms and people, this could also limit your access to those forms when you view them from the mobile app. Ensure that when setting up your user groups, you are also configuring yourself so that you can view and/or complete the forms.
For example, if when you log into the app you cannot see a form, you could be blocking your own access to the form because it's in a different user group.
As a general rule of thumb: add yourself to any user groups that you have created. This will ensure that when you -- as the administrator -- log into the app, you can still see all of your forms.
Refer to: Adding Staff to a User Group