User groups for internal users are used to categorize users into groups with different accesses, rights, and settings on both the app and the administration side.

The value of using user groups is the ability to manage the rights of various users. Individual users can be assigned to a specific user group, allowing you to customize the rights, functions, and modules they have access to.

It is also possible to create user groups for subcontractors. Read more about it here: User groups for Subcontractors

In this article, you will find:

• Create a user group for internal users
  • Access to features and modules
  • Rights
  • Menu settings
• Edit a user group
• Assign an internal user to a new user group

Create a user group for internal users

Account ➜ Users ➜ User Groups ➜ Hover over "Create user group" ➜ Click on "User group for internal users"

Fill in the name ➜ Choose settings ➜ Click "Create"

In addition to a name, there are generally three types of settings you need to consider when creating a user group for internal users:

• Access to features and modules
• Rights
• Menu settings

Access to features and modules

Select which modules the users in this user group should have access to and decide whether they should be able to create entries, as well as if they should see their own or everyone's entries.

For example, if "Create" is selected, users can create new entries in the modules/form types/task types you have checked off.

Note! These settings primarily apply to the app. However, the "Create" setting will also affect the Employee user type's ability to create entries through the administration side. Additionally, the user must have an appropriate license to be able to create registrations.

Rights

Select and customize the rights that users in the user group should have. For example, if you want all users in a given user group to be automatically assigned to all new projects, or if users should be able to edit their completed form responses in Digital KS on the app after they have uploaded them, this can be allowed in these settings.

There are rights available for both the app and the administration side under this tab.

Menu settings

Here you can restrict which menu items should be visible in the left menu on the administration side under your Projects, Global, and Account tabs.

This way, you can hide unnecessary modules and menu items from users, even if their license and user type would normally grant them access to these.

However, it will not be possible to grant users access to menu items/tabs they normally cannot see. For example, the Account tab will still only be visible to Administrators. Therefore, a Project Manager will never see the Account tab, even if the user group has checked off menu items under that tab.

Note! There are two menu items that have special rules:

- Users: It is not possible to remove the "Users" menu item from the user group you are part of, as this would lock you out from editing "User Groups" and users, and you would not be able to change it back.
- Calendar: It is not possible to display "Calendar" without also displaying "Inspection." However, you can choose to display "Inspection" without displaying "Calendar."

Edit a user group

Account ➜ Users ➜ User Groups ➜ Click on the pencil icon next to the user group you want to edit:

Note: When you edit a user group, the rights and accesses are immediately changed for all users in that user group.

Assign an internal user to a new user group

Account ➜ Users ➜ Internal ➜ Click on the pencil icon next to the user ➜ Select a new user group in section: 2. User Access ➜ Click "Save"