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Do you have forms that you only want a specific group of users to access? User Groups are an effective method for managing various teams or job roles by determining which forms different users see.
This ensures that your team members only have access to the Health & Safety forms that are relevant to them.
In this Article
What are User Groups?
Creating User Groups is a great way to categorize different types of users. If you have specific forms that only apply to certain individuals (e.g., a maintenance checklist), you can establish a User Group for them. This allows you to assign the form to that particular group, restricting access to only those users.
User Group Examples
Maintenance Team
Drivers
Site Managers
Auditor
Electricians
Contractors
There are three steps to setting up User Groups
Make the User Group
Assign those people to the User Group
Assign the Templates to that User Group
Creating User Groups
You can create User Groups from the Admin Console (Computer login).
Go to Team & Users
Click the User Groups tab
Click Add User Group
Enter a name for your User Group
Click SAVE.
The user groups will now be available to select on User Profiles and in the Form Settings.
Note: To remove a User Group, click the small 'x' next to the User Group name on the Settings page and click Save.
Adding a User to a User Group
Once your groups are created, you can assign your team members to them.
Go to Team & Users.
Click the relevant User.
Click the Three Dot in the top right, and select Edit Details
Find the User Groups drop-down
Click the dropdown menu Select one or more User Groups.
Select the group(s) you want to add this user to.
Click SAVE.
Note: If a user is not assigned to any User Group, they will see all forms that have not been allocated to a specific User Group.
Adding a Form to a User Group
Finally, restrict your forms to the new groups you've created.
Go to Forms.
Click the Pencil icon next to the relevant Form.
Open the "Form Settings" panel
In the form's settings, scroll down to see User groups that need to complete this form.
Select the User Group(s) that should have access to this form.
Click SAVE.
Note: A User Group can be applied to both Scheduled and Ad Hoc forms.