Creating groups and configuring employee permissions
Groups let you assign the same roles and permissions to several employees. For example, you can put dispatchers in a group and manage their access in one place.
Group permissions are added to an employee's own permissions. Joining a group does not remove access already assigned directly to that employee.
Before you begin
Groups are available from the Pro plan.
You need permission to view groups to open the page. Creating groups and changing their settings or membership requires permission to manage groups, which uses a paid seat. Permission to edit users or roles alone does not grant access to groups.
If your company uses business units, you must be allowed to manage groups in every business unit served by a group to edit it. Permission to view groups in at least one of its units lets you see the group, but does not necessarily let you edit it.
Creating a group
Open Settings → Groups under Users.
Click New group. Enter a descriptive Name, such as “London dispatchers”. Use Description to explain what the group is for.
If the form includes a business unit selector, select the units in which the group should grant access. There is no separate business unit selector on the tenant shown in these screenshots.
Assigning roles and additional permissions
In the Roles section, click Add role and choose a role, such as Dispatcher. To assign several roles, add each one separately.
If the role's standard permissions are not enough, click Edit under Additional permissions and enable the permissions you need. The example uses Sign in to the web application. This illustrates an individual permission setting; it is not a required addition to the Dispatcher role.
Permissions you cannot grant are greyed out. You cannot use a group to grant access you do not have in the relevant business unit.
Check each permission's scope: some apply within business units, while others apply company-wide. Grant only the access members need for their work.
Adding employees
You can select employees while creating the group, before saving it for the first time.
In the Members section, open Add a member — search by name or email. Find an employee by name or email and select them from the list. Repeat for the other members. The company owner can also be a member.
Selected employees appear in the members list. If you select someone by mistake, remove them using the × button to the right of their name.
Review the name, roles, additional permissions and membership. Click Create group to save the group and grant access to its members.
How group permissions work
An employee receives business-unit-scoped roles and permissions only in units they share with the group. For example, if a group serves unit A and an employee belongs to A and B, the group's role applies to that employee in A. Their own access in B stays unchanged.
If an employee shares no business units with the group, the members table explains this. Company-wide group permissions may still apply to that employee.
Inherited roles count when determining whether an employee needs a paid seat. A member of a group with a paid role uses a paid seat even if they share no business units with the group. If no paid seats are available, saving is refused with a licence message.
Viewing inherited access
The employee's user dialog has a read-only section for access inherited from groups, with a link to each group. To change inherited access, change the group's settings or membership.
The users list identifies the source group beside each inherited role.
When a group cannot be edited
A group opens read-only if it serves business units outside your management permissions. The business unit picker offers only units you can manage. If you try to grant a role you cannot assign, saving is blocked with an explanation. Adjust the selected units or contact an administrator.
If the groups feature is disabled in your subscription, existing groups remain visible and continue granting access, but groups cannot be created or changed. The page shows an offer to upgrade to a supported plan.
Creating, editing and deleting groups, and changes to membership, are recorded in the Audit. Groups currently grant access; queues and other workflow integrations are not available yet.
If you have any questions about groups or other Planado features, contact us at support@planado.app.