Create and manage workspace groups

Purpose

Repeating the same role changes for every new person in support gets old fast. Collect members into groups so that one or more custom roles reach all of them together.

Before you start

• Select a team or organization workspace.
• You also need permission to view members to open Workspace administration.
• You need permission to view groups to see the tab and permission to manage groups to change anything. Owners and Admins have both.
• The workspace plan must include groups. Giving a group a role also needs permission to manage roles, and you can only assign roles whose permissions you hold yourself. Editing a group that already has assigned roles also requires permission to manage roles, even if you change only its name or description.
• Create the custom roles first (see "Create and inspect workspace roles") if you want the group to grant extra access. Groups are optional and do not replace the baseline role of each member.

Steps

1. Open Settings, choose "Workspace administration" under "Workspace" and select the "Groups" tab.
2. Use "Search groups" and the search button to find a group by name. Each card shows the name, the description and a line such as "3 members · 1 role". The list loads 50 groups at a time: use "Previous" and "Next".
3. To make a group, choose "Create group". Enter a "Name" (required, 1 to 120 characters after surrounding spaces are removed) and optionally a "Description" (up to 1000 characters).
4. Under "Assigned roles" tick the custom roles the group should grant (a group can have at most 50 assigned roles). Seeing the role list needs permission to view roles, so an empty list can mean you lack that permission rather than that no roles exist. If you have none yet, the dialog says "Create a custom role in Roles to assign additional access."
5. Choose "Save".
6. To change a group, choose "Manage" on its card, edit the name, description or roles and choose "Save".
7. To delete a group, choose "Manage" and then "Delete group". Deleting removes the group and its memberships. The people stay in the workspace and keep their baseline roles.
8. To add people to a group, open the person from the "Members" tab and tick the group under "Group membership" (see "Change member roles, status and groups"). To assign people through the Members tab, you also need permission to manage members.

Expected result

The group appears on the Groups tab with its member and role counts. Members of the group receive the group's roles in addition to their own, immediately.

Troubleshooting