User Groups

A user group is a reusable set of people in your organisation, such as “New Business” or “Production”. Instead of picking the same people one by one on every board, client, or Studio page, you set the group up once and reference it everywhere it is needed. When someone joins or leaves the group, their access follows automatically.

A group is not a role. It doesn’t change what its members are allowed to do. It only controls which boards, client staffing lists, and Studio pages reference them as an audience.

Where groups apply

• Boards: limit a board to specific people and groups. See Kanban & Gantt.
• Client staffing lists: add a group to a client’s default planning pool. See Client Organisations.
• Studio pages and widgets: share a published page or widget with a group from the Sharing tab. See Runnit Studio.

Create a group

You need permission to manage groups. Administrators and owners have it by default, and it can be granted to others through Feature Access.

1. Open Permissions and select the Groups tab.
2. Choose Create group.
3. Enter a name (for example, “New Business”). You can add a description and pick a colour so the group is easy to spot in pickers.
4. Search for people and add them as members. Only active members of your organisation can be added.
5. Choose Save.

Anyone in your organisation can see group names and member counts in pickers, so use names that make sense to the whole team.

Edit members

Open the group from the Groups tab and add or remove members, then save. Changes apply everywhere the group is used: boards, staffing lists, and shared Studio pages update to the new member set straight away.

When someone is deactivated from the organisation, they are removed from every group automatically. If they rejoin later, someone has to add them back.

Where is this group used?

The group editor shows a Used by panel listing the boards, client staffing lists, and Studio pages that reference the group. Use it to check the effect of a membership change before you make it. Like the rest of the group editor, this panel needs the manage-groups permission: it can name limited boards and shared pages that stay hidden from other members.

Archive or delete a group

• Archive takes a group out of use without losing its setup. An archived group grants nobody access anywhere, but every board, staffing list, and page that references it keeps the reference, so unarchiving restores access exactly as it was. Archived groups are hidden from pickers.
• Delete removes the group permanently. You can’t delete a group while it is on a client staffing list: remove it from those clients first, or archive it instead. Boards that referenced a deleted group stay limited (they don’t open up to everyone), and shared Studio pages drop the group’s access.

Note

An empty group gives nobody access. Adding an empty group to a board or staffing list doesn’t open anything up; it only takes effect once the group has members.