For: Admins
User groups let you organise your team into collections — by role, site, or task — and then use those groups to assign training requirements, tasks, and resources to everyone in the group at once, upload documents once for the whole group, and control which forms different people can see.
Common examples include Drivers, Site Supervisors, Maintenance Team, New Employee, and Onboarding. One person can be in multiple user groups.
Creating a user group
You can create user groups from the Admin Console (computer login).
Go to Teams & Users
Click the User groups tab
Click Add user group
Enter a Name for the group
Enter a Description (optional)
Click Save
Tip: To create several groups at once, click the dropdown arrow next to Add user group and select Bulk upload user groups to upload a CSV.
Adding people to a user group
There are three ways to add people to a user group.
From the user group (add multiple people at once)
Go to Teams & Users
Click the User groups tab
Click the user group's name
Click Add people
Search for and select the person or people to add
Click Save
From a user's profile (add one person)
Go to Teams & Users
Click the relevant user
Click the three dot menu in the top right, and select Edit Details
Find the User groups drop-down
Select one or more user groups
Click Save
By job role (add everyone with that role automatically)
Go to Teams & Users
Click the User groups tab
Click the three dot menu next to the group and select Edit job roles
Search for and select the job role(s) to add
Click Save
Note: Everyone who holds that job role is added to the group automatically, on top of anyone added individually. If a user isn't assigned to any user group, they'll see all forms that haven't been allocated to a specific user group.
Viewing a user group's profile
Every user group has its own profile page, where you can see everyone in the group, the training requirements assigned to it, and any documents specific to it.
Go to Teams & Users
Click the User groups tab
Click the group's name
The profile page has three tabs:
People — everyone in the group, along with their access level, job role, Work ready score, and any expiring requirements. Select Download members as CSV to export the list, or use the three dot menu next to a person to view, edit, or remove them.
Requirements — the training requirements assigned specifically to this group, along with their reporting category and number of assignees.
Certs & Docs — certificates and documents that apply to the whole group, so you don't need to upload the same file to every person individually.
To upload a document to a user group:
Open the user group's profile
Click the Certs & Docs tab
Click Upload file, or drag and drop the file into the panel
Select the file(s) to upload
Managing a user group
Editing a user group's name or description
Go to Teams & Users
Click the User groups tab
Click the three dot menu next to the group and select Edit details
Update the Name or Description
Click Save
Removing a person from a user group
Open the user group's profile
On the People tab, click the three dot menu next to the person
Select Delete
Deleting a user group
Go to Teams & Users
Click the User groups tab
Click the three dot menu next to the group and select Delete
Important: Deleting a user group cannot be undone.
Controlling form access with a user group
Restrict a form to specific user groups so team members only see the forms that are relevant to them.
Go to Forms
Click the form in the list
Open the Form Settings panel
Scroll down to User groups that need to complete this form
Select the user group(s) that should have access
Click Save
Note: A user group can be applied to both scheduled and ad hoc forms.