User groups: Easier access management

When someone is tagged as a member of a group, they will automatically gain access to all boards, which were shared with that group. This simplifies both sharing new boards with people and adding new users to the account. Simply specify which group or groups someone belongs to, and they will see those group’s boards automatically.

To create a user group, go to the People tab, and click to “edit” a user. Add a new group name under “groups” and save changes.

All groups that were created in this way become available to pick in any user’s group drop-down menu. So, you only need to type a group name when you’re creating it - existing groups can be picked from the list.

When you then go to share a board or folder with people, you’ll have the option to share it with a whole group in one go. Sharing options for a group remain the same, as for individuals: you are still in control over if a group gets full, read-only or custom access to a board or folder.

If a person is in a group, that you’ve shared a board with, you no longer have to check their name for individual access. Of course, other individual users can still be given access permissions to a board shared with a group.

Please note, that access rights that were given to someone through groups sum up, and that individual user rights will always override those gained through being part of a group.

Example: You can be in groups A and B, and for “group A” to have rights to only create tasks on a specific board, and for “group B” to have rights to only delete tasks on that board. So, by summing these up, on a board shared with groups A and B, you will be able to both create and delete tasks.

Still, if an admin edits your access rights for this specific board, and gives you full access - you will be able to perform all possible board actions. And likewise, when your group rights give you full access to a board, it is still possible for an admin to limit your privileges on board, by editing your individual rights.

An added feature of sharing boards with user groups is being able to make comments with a notification sent to all members of the group - this action is much easier than having to mark each individual separately for this notification.

Please note, user groups are only available to the Enterprise plan subscribers. You can manage your service plan in Account Administration - Plan & Billing details.