Help Center

# Managing Groups

Groups are the core of your access control. They determine which individuals are allowed to access specific sessions and content.

The Principle: One or more sessions are assigned to a group. The group, in turn, determines which members (accounts) automatically receive access to all associated content.

Expand Table of Contents

The Ideal Workflow

First, define the group ("Who should participate?"). Afterwards, you can create as many sessions as needed for this fixed group of people without having to set permissions every single time.

# The Group Overview

To manage your groups, navigate to Administration → My Groups. Here you will find a central list of all existing groups.

Figure: My Groups

Central management of your groups and permissions

# Filtering and Searching

Use the search bar (input field Search for groups and group owners) or filter by group types to keep track of everything. Your filter settings are saved and will be applied automatically during your next visit.

Type Icon Description
Mine group Groups that you have created yourself.
Manageable shield_person Groups created by others for which you have administrative rights.
Member only person_2 Groups you are participating in without having administrative rights.

# Creating a New Group

Prefer Video?

movie Click here for the video tutorial

Click the add_circle New Group button.

  1. Name: Assign a meaningful name for your conversation partners, the team, or the project.
  2. Select Participants: Type the name of a contact. Autocomplete will suggest matching contacts.
  3. Add: Confirm your selection by clicking the person_add Add button.
  4. Verify: A person is only a member of the group once they appear in the list at the bottom.

Pro Tip: Faster Workflow

You can add people to groups even if their contact request is still pending. As soon as the contact is confirmed, their access to the group's sessions becomes active immediately.

# Managing Roles and Members

In the membership list, you can perform the following actions:

  • group_remove Remove: Deletes the contact from the group.
  • add_moderator Co-responsibility: Grants full administrative rights (manage participants & sessions). Available for license holders only.

Figure: Creating a new group

# Group States (Lifecycle)

A group can be in one of three different states, which you can control via the menu menu and the following actions:

  • lock Close,
  • disabled_visible Hide, and
  • delete_forever Delete (Actions for the reverse direction are usually also available):
State Meaning
Active The group is fully operational. New sessions can be created and content can be edited.
Closed "Archive mode." No new sessions can be created. Content is readable but can no longer be modified.
Hidden The group is invisible to members. It can be reactivated at any time via the "Unhide" option.

Figure: States and functions for groups

Note on Ad-hoc Sessions

For spontaneous meetings with guests via a link, you do not need groups. Use groups when working with permanent user accounts and when you want to enable participants to edit content independently.

← Overview →