Users & Groups
The Users area is where you create, invite, validate, disable and manage accounts. Groups are the segmentation tool attached to those accounts. This article is the map of the area and the reference for backoffice roles.
What are users and groups used for?
Go to Community Management > Users for the main account-administration area. That is where accounts are created, invited, validated, disabled and managed. The Users entry is shown to administrators and community managers.
Groups are one of the segmentation tools attached to those user records. They keep related people together and let you reuse the same segmentation across modules such as Learn, Automations, Forms & Surveys, Recognition, Tasks, Missions and the communication features. You manage them in Community Management > Groups.
Where do I do each task?
Create people: Use Add User to open the wizard. See New User Wizard: batch creation, segmentation, backoffice roles, and welcome email. On self-service accounts the button is Invite User instead.
Find and act on people: Use the filters, columns and row actions on the list. See Users list reference: filters, columns, badges, and actions.
Review one person: Open their profile with View Profile. See User profile: overview, recognition, evaluation and careers.
Change one person: Open their profile and select Edit User. See Edit User: general information, backoffice roles, segmentation, and permissions.
Validate, disable, impersonate: Available from the list row actions and, except validation, from the profile header. See Users: invite, validate, disable, impersonate, and churn prediction.
What can I do from the Users list?
The Community Management > Users list is the operational view for day-to-day admin work, with the filters, labels and row actions described in Users list reference: filters, columns, badges, and actions.
How can I disable a user?
Disabling blocks the person's access to the platform while keeping their usage data, which is why it is preferred over deleting. For the steps and the reasons you must choose, see Users: invite, validate, disable, impersonate, and churn prediction.
What is the Impersonate feature?
Impersonate lets an administrator use the platform as another person, so they can reproduce a problem or assist that person. For who can be impersonated, the steps and the Impersonation Log, see Users: invite, validate, disable, impersonate, and churn prediction.
What backoffice roles exist and what does each one do?
Backoffice roles are assigned per person in the Backoffice Roles step of the Edit User panel, or in the Backoffice Roles step of the New User Wizard. The wizard does not offer Admin, Group Manager or Manager. Manager follows from being a team's manager. A person with no roles has no backoffice access and only uses the app.
Admin: Controls and accesses everything related to the backoffice. Can create any type of user with any type of permissions.
Badges Manager: Creates and manages badges. Changes settings such as graphic layout, associated module, virtual coins, points and trigger rules.
Coins Manager: Assigns and manages virtual coins. Segments by groups and teams, views the coins dashboard and exports reports.
Comments Manager: Moderates, approves and deletes users' comments in different modules.
Community Manager: Manages teams, groups and tribes. Moderates and manages community interactions, including comments across different modules.
Comparisons Manager: Creates and manages comparisons, creates items and checks stats about items and users.
Competitions Manager: Creates, manages and edits competitions. Can also update competitions data using XLS files.
Contribute Manager: Creates and manages surveys, sees answers, gets reports and views dashboards.
Engagement Thermometer Manager: Changes Engagement Thermometer settings, sees reports and dashboards, and segments surveys by groups and teams.
Evaluation Manager: Creates and manages evaluation cycles, touchpoints, career settings, job categories and evaluation scales. Gets reports and views dashboards.
Feedback Manager: Creates feedback scopes and questions, sees answers, gets reports and views dashboards.
Feedback Viewer Manager: Controls and accesses everything related to the Feedback module in the frontend.
Gi Assistant Manager: Grants access to the backoffice AI assistant. Users with this permission can ask questions in natural language and consult data, strictly limited to the modules and users they already have access to.
Goals Manager: Controls and accesses everything related to the Goals module in the backoffice.
Group Manager: Manages a specific group, and manages and accesses the data of all users in that group.
Information Manager: Creates and manages News, Events, Tutorials and FAQs. Sends push notifications to everyone or segmented by groups.
Innovation Manager: Creates innovation types and innovation surveys, manages votes and answers, changes settings and gets reports.
Learn Manager: Controls and accesses everything related to the Learn module in the backoffice. Can create categories and content, change settings and publish content.
Manager: Creates, deletes and edits teams on the users menu. Listed when teams are active in your environment.
Marketplace Manager: Accesses the Market module only, and can publish and unpublish content of the groups it belongs to.
Missions Manager: Creates, deletes and manages missions. Can publish, unpublish, segment by groups, create rules and access reports.
Missions Viewer Manager: Views and accesses missions information.
OKR Manager: Controls and accesses everything related to the OKR module in the backoffice.
Platform Settings Manager: Manages platform settings without full admin access. Can access and edit General Settings including the app name, Web App Customization, Mobile App Customization, Menu Configuration and Email Templates.
Producer: Accesses the Learn module and can create and edit learn contents. Producers manage the full content structure and send contents for review, but cannot publish or unpublish. Producers only have access to the contents they created. Use Manage categories to limit which categories they can work in.
Publisher: Accesses the Learn module and can publish and unpublish any learn content.
Push Manager: Manages push notifications.
Recognition Manager: Manages star badges and soft skills, changes settings, gets reports and views dashboards.
Revisor: Accesses the Learn module and can review and edit learn contents where they are the assigned reviewer, or that have no reviewer assigned. Can start reviewing, edit all content, approve, reject, or send the content back to the producer.
Tags Manager: Creates and edits tags in different contexts, for example skill tags from Skills Mapping.
Tasks Manager: Creates, segments and edits task lists and specific tasks. Can get reports.
Training Manager: Creates, segments and edits training programs and curricula. Manages course prerequisites, enrols users, and accesses specialised training reports and dashboards.
Vouchers Manager: Creates and manages digital vouchers. Segments vouchers using groups and teams. Can access reports.
Department Manager: Listed when departments are active in your environment.
The exact set of roles you see depends on the modules active in your environment. For example, the Learn roles (Learn Manager, Producer, Publisher, Revisor) only appear when Learn is active. Environments with the Lean module also list Lean Admin and Lean Manager. Only administrators can assign backoffice roles.
What is the Access Control Policy?
Principle of least privilege: Grant only the permissions the person needs for their job. Prefer the specific role over Admin.
Role-based access control: People are assigned predefined roles that limit their access to specific modules and functionality.
Data protection: Only authorised people can modify or publish sensitive data.
Regular reviews: Review role assignments periodically. The Backoffice Roles column on the users list, the User Role filter, and the Backoffice Roles line on each profile make this quick to audit.
Access revocation: When someone changes role or leaves, update or revoke their access promptly.
What is a Group?
Groups segment content, access, features and modules across different people. They do not appear in the frontend and are managed from the backoffice, in Community Management > Groups.
What is the difference between Tribes, Groups, Teams and Departments?
See Communities (Tribes) and Teams, which compares Communities (Tribes), Groups, Teams and Departments.
How do I find a group?
In Community Management > Groups, type in Search groups… to match by name. Open the filters button next to the search box to narrow the list by feature:
With features: groups that have the chosen features enabled.
Without features: groups that have them disabled.
When you pick several features, a group must match all of them. Only the features switched on for your platform that can be set per group are offered. A group that was never configured for a feature counts as having it enabled, which is how the platform treats it. The search, filters and page are kept in the page address, so you can bookmark or share a filtered list.
While a filter is active, selecting every group on the page does not offer to select all groups: Bulk Features applies only to the groups you selected.
How do I create and edit a Group?
Go to Community Management > Groups and select New Group.
In Create Group, fill in General (the group Name). Optionally pick the Group managers in Managers, toggle the Features, and add Auto-enroll whitelist rules.
Select Create.
To change the group later, open it from the list and select Edit Group. To add people, select Add Members on the group page.
The groups list shows the Name, the number of Members and the Managers of each group. Groups are deleted with Delete, from the list or from the group page.
What can I do with group features?
In the Features step of Create Group or Edit Group you define which features are enabled for users in the group. To change several groups at once, select them in the list and use Bulk Features. Only administrators can change feature toggles.
A person gets the union of the Enabled features of all their groups. This is what fills the Features line on each person's profile, so two people in different groups can see different parts of the platform.
What is the Auto-enroll whitelist?
Users that sign up with an email matching one of the group's rules are automatically enrolled in that group. Each rule is an email pattern: a full address, or a pattern with * wildcards such as *@example.com.