Managing Groups

Written By Stanislas

Last updated 4 days ago

Groups allow you to organize workspace members into teams that share common permissions and objectives. By creating groups, you can manage access collectively, automate onboarding, and maintain consistent permissions across teams without configuring each member individually.

Groups simplify workspace management. Instead of assigning permissions to each member one by one, you define permissions at the group level. When you add members to a group, they automatically inherit the group's role and access to shared resources.

Overview

A group is a collection of users who share the same access and permissions within your workspace.

What you can do with groups:

  • Organize your team – Create groups by department (Marketing, Sales, Support) or by project

  • Manage collective access – Assign permissions to an entire group rather than individually

  • Automate onboarding – Set a default group so new members are automatically added

  • Sync with Azure AD – Connect groups to Microsoft Azure Active Directory for automatic synchronization

Key concepts:

  • Each group has a role that defines permissions for all members

  • Members can belong to multiple groups simultaneously

  • Groups can be shared with resources (agents, data sources, projects)

  • A default group can be configured for automatic member assignment

Prerequisites

To manage groups, you need:

  • Admin or Owner role in your workspace

  • Access to Workspace administration

Only Admins and Owners can create, modify, or delete groups. If you don't see the "Create a group +" button, you don't have the necessary permissions.

Accessing the groups page

To access group management:

  1. Click Groups in the left sidebar (icon with three people)

  2. You'll see the main groups page

What you'll see:

  • Title: "Groups"

  • Description: "A group of users sharing common permissions and objectives."

  • Search bar: Top right, search groups by name

  • Create a group + button: Red button in top right to create new groups

  • Group cards: Each group displayed as a card in a grid layout

Understanding group cards

Each group card displays:

  • Photo/Avatar – Group image or default icon

  • Group name – Title in bold

  • Description – Explanation of the group's purpose (if provided)

  • Member avatars – Up to 4 profile pictures visible, with a counter if more members

  • Role badge – Colored badge showing the group role (e.g., "Admin", "Member")

  • Member count – "X member" or "X members"

  • Actions menu (⋮) – Three vertical dots in top right for actions

Creating a group

Step 1: Open the creation modal

  1. On the groups page, click the "Create a group +" button (red, top right)

  2. A modal opens with the title "Create your group"

Step 2: Fill in the form

The form contains three fields:

Name (required)

  • Label: "Name"

  • Description: "This name must be unique and easily identifiable"

  • Examples: "Marketing Group", "Support Team", "Project Alpha"

  • Important: The name must be unique in your workspace

Role (required)

  • Label: "Role"

  • Description: "Select the access level and permissions for the group."

  • Available options:

    • Admin – Full administrative permissions

    • Member – Standard member permissions (recommended for most groups)

    • Owner – Owner permissions

    • Viewer – Read-only permissions

    • Billing Partner – Billing and subscription management permissions

  • Recommendation: Choose "Member" for most team groups

Description (optional)

  • Label: "Description"

  • Description: "Provide a brief explanation of the purpose or function of this group"

  • Example: "Team responsible for marketing campaigns and content creation"

  • Format: Multi-line text area (4-6 lines)

Step 3: Save

  1. Verify that name and role are filled (the "Save" button is grayed out otherwise)

  2. Click the "Save" button (bottom right of modal)

  3. The group is created and you're automatically added as the first member

  4. You're redirected to the group details page

Example:

Name: "Marketing Team" Role: "Member" Description: "Group dedicated to marketing activities: advertising campaigns, content creation, performance analysis."

Viewing and editing a group

Accessing group details

Two methods:

  1. From the list: Click on a group card

  2. From the menu: On a card, click the menu (⋮) → "Edit group"

Group details page

The page is divided into two main sections:

Section 1: Group information

Header: "Groups | {Group Name}"

Editable fields (auto-save after a few seconds):

Name

  • Text field

  • Changes saved automatically

Description

  • Text area

  • Help text: "Provide a brief explanation of the purpose or function of this group"

  • Auto-save enabled

Edit Photo

  • Click "Edit photo" to the right of the name

  • Upload an image (max size: 4.9 MB)

  • Accepted formats: JPG, PNG, GIF, etc.

  • The photo appears on the group card

Role

  • Dropdown menu

  • Help text: "Select the access level and permissions for the group."

  • Options: Admin, Member, Owner, Viewer, Billing Partner

  • Auto-save enabled

Microsoft Azure Group ID (Optional)

  • Text field

  • Description: "The Microsoft Azure Group ID is used to sync users from the Microsoft Azure Group to a Swiftask group."

  • Usage: If your company uses Microsoft Azure AD, enter the Azure group ID to automatically sync members

  • How to find the ID: In Azure AD, open the group and copy the ID from the URL or properties

Section 2: Group members

Title: "Member (X)" or "Members (X)" depending on count

Features:

  • Search bar: "Search members" - Filter members by name or email

  • Add members + button: Opens a modal to add new members

  • Members table with three columns:

    • User: Profile picture + Full name

    • Email: Member's email address

    • Action: "Remove" button to remove member from group

Pagination:

  • Default: 10 members per page

  • Bottom of table: "Rows per page: 10" and navigation arrows

Managing group members

Adding members

Method 1: From the details page

  1. In the "Members" section, click "Add members +"

  2. A modal opens: "Add members to your group"

  3. Use the search bar "Search for users" to find members

  4. Click "Add"

  5. Members are added and appear in the table

Method 2: From the actions menu

  1. On a group card, click the menu (⋮)

  2. Select "Add members"

  3. Follow the same steps as above

Note: Only workspace members can be added to a group.

Removing members

  1. In the group details page, "Members" section

  2. Find the member in the table

  3. Click the "Remove" button in the "Action" column

  4. The member is removed from the group (but remains a workspace member)

Important: Removing a member from a group doesn't delete them from the workspace, only from the group.

Searching members

In the "Members" section, use the "Search members" search bar to filter by:

  • Full name

  • Email address

  • First or last name

Group actions

Actions menu (⋮)

Available on each group card, the menu offers three actions:

1. Edit group

  • Icon: Pencil

  • Action: Opens the group details page

  • Usage: To modify group information or manage members

2. Add members

  • Icon: Plus

  • Action: Opens the add members modal directly

  • Usage: Quick member addition without going through the details page

3. Delete group

  • Icon: Trash

  • Action: Deletes the group

  • Confirmation: A dialog asks for confirmation: "Are you sure you want to delete this group? This action cannot be undone."

  • Important:

    • This action is irreversible

    • Members are not deleted from the workspace, only removed from the group

    • Access to group-linked resources may be affected

Searching for groups

Search bar

At the top of the groups page, a search bar allows you to filter groups.

Usage:

  1. Click in the "Search for groups" field

  2. Type the group name (or part of it)

  3. Results filter automatically in real-time

  4. To reset, clear the search text

Search features:

  • Case-insensitive (uppercase/lowercase)

  • Partial search (finds "Marketing" if you type "mark")

  • Searches by name only (not by description or members)

Default group for new members

Concept

You can define a default group that will be automatically assigned to all new members who join your workspace.

Configuration

  1. Navigate to Settings → Advanced settings

  2. Scroll to the "Default group for new members" section

  3. Click the field (or the pencil icon)

  4. Select a group from the dropdown list

  5. The selection is saved automatically

How it works

When a new member is added to the workspace:

  • If a default group is configured, the member is automatically added to this group

  • If no default group is defined, the member joins the workspace without being in a group

  • This assignment only applies to new members (not pending invitations)

Example use case:

You create an "Onboarding" group and set it as the default group. All new employees who join the workspace are automatically added to this group, where they can find introduction resources and basic permissions.

[Screenshot: Advanced settings - Default group for new members]

Integration with Microsoft Azure AD

Feature

If your company uses Microsoft Azure Active Directory, you can sync your Swiftask groups with Azure AD groups.

Configuration

  1. In Azure AD, identify the ID of the Azure group you want to sync

  2. In Swiftask, open the group details page

  3. In the "Microsoft Azure Group ID" field, enter the Azure group ID

  4. Synchronization happens automatically

How to find the Azure Group ID

Method 1: From the URL

  1. In Azure Portal, open the group

  2. The URL contains the ID: https://portal.azure.com/.../groups/{GROUP_ID}/...

  3. Copy the GROUP_ID

Method 2: From properties

  1. In Azure Portal, open the group

  2. Go to "Properties"

  3. Copy the "Object ID"

How synchronization works

  • Members of the Azure AD group are automatically added to the Swiftask group

  • Removals in Azure AD are synced to Swiftask

  • Synchronization occurs during SSO/SAML login

Note: This feature requires SSO/SAML to be configured for your workspace.

Roles and group permissions

Role concept

Each group has a role that defines baseline permissions for all group members. The group role applies to all its members.

Available roles

Admin

  • Permissions: Full administrative access

  • Usage: For leadership or administration groups

  • Can: Manage all workspace aspects, create/modify/delete resources

Member

  • Permissions: Standard member permissions

  • Usage: Recommended for most team groups

  • Can: Access shared resources, create content, collaborate

Owner

  • Permissions: Owner permissions

  • Usage: For owner or founder groups

  • Can: Everything an Admin can do, plus subscription management

Viewer

  • Permissions: Read-only

  • Usage: For groups that need to view without modifying

  • Can: View shared resources, but cannot create or modify

Billing Partner

  • Permissions: Billing partner permissions

  • Usage: For partners who manage billing

  • Can: Access billing and subscription information

Changing a group's role

  1. Open the group details page

  2. In the "Role" field, select a new role

  3. The change is saved automatically

  4. Warning: This changes permissions for all group members

Practical use cases

Case 1: Create a group for a marketing team

Objective: Organize the marketing team with shared permissions

Steps:

  1. Create a group named "Marketing Team"

  2. Select the "Member" role

  3. Add description: "Team responsible for marketing campaigns, content creation, and performance analysis"

  4. Add all marketing team members

  5. Share resources (agents, data sources) with this group

Result: All group members automatically have access to shared resources.

Case 2: Default group for new employees

Objective: Automate onboarding for new members

Steps:

  1. Create an "Onboarding" or "New Members" group

  2. Configure it as the default group in Advanced settings

  3. Share introduction resources with this group

  4. Set a "Member" role for basic permissions

Result: Each new member automatically joins this group and has access to introduction resources.

Case 3: Read-only group for consultants

Objective: Allow external consultants to view without modifying

Steps:

  1. Create an "External Consultants" group

  2. Select the "Viewer" role

  3. Add consultants as members

  4. Share necessary resources in read-only mode

Result: Consultants can view resources but cannot create or modify.

Case 4: Synchronization with Azure AD

Objective: Automatically sync team groups from Azure AD

Steps:

  1. In Azure AD, identify the "Sales Team" group ID

  2. In Swiftask, create a "Sales Team" group

  3. Enter the Azure ID in the "Microsoft Azure Group ID" field

  4. Configure SSO/SAML if not already done

Result: Azure group members are automatically synced to Swiftask.

Best practices

Naming groups

  • Use clear names: "Marketing Team" rather than "Group 1"

  • Be consistent: Use the same naming convention (e.g., always "Team X" or always "Équipe X")

  • Avoid abbreviations: "Marketing" rather than "MKTG" (unless it's a company convention)

Organization

  • One group per team/department: Create a group for each distinct team

  • Groups by project: For temporary projects, create dedicated groups

  • Functional groups: Create groups for cross-functional roles (e.g., "Training", "IT Support")

Roles

  • Member by default: Use "Member" for most team groups

  • Viewer for consultation: Use "Viewer" only if read-only access is necessary

  • Admin sparingly: Reserve "Admin" for groups that truly need administrative permissions

Managing members

  • Regular review: Periodically verify that members are in the right groups

  • Remove former members: Remove members who have left the team or project

  • Document in description: Use the description to explain who should be in the group

Limitations and important notes

Required permissions

  • Only Admins and Owners can create, modify, or delete groups

  • If you don't see the "Create a group +" button, you don't have the necessary permissions

  • Contact a workspace administrator to obtain permissions

Group deletion

  • Soft delete: Groups are not permanently deleted, but marked as deleted

  • Members preserved: Deleting a group doesn't delete members from the workspace

  • Resource access: Access to group-linked resources may be affected

Single role

  • A group has only one primary role at a time

  • Changing the role affects all group members

  • If you need different permission levels, create multiple groups

Workspace members only

  • Only workspace members can be added to a group

  • You must first invite a user to the workspace before adding them to a group

  • Pending invitations cannot be added to a group

Automatic creator

  • The group creator is automatically added as the first member

  • You cannot create a group without being a member

  • You can remove yourself from the group after creating it if necessary

Troubleshooting

Issue: I don't see the "Create a group +" button

Cause: You don't have Admin or Owner permissions.

Solution: Contact a workspace administrator to obtain permissions.

Issue: I can't add a user to a group

Possible causes:

  • The user is not yet a workspace member

  • The user is already in the group (check the member list)

  • You don't have the necessary permissions

Solutions:

  • First invite the user to the workspace

  • Verify the user isn't already a member

  • Contact an administrator if the problem persists

Issue: Azure AD synchronization doesn't work

Possible causes:

  • The Azure group ID is incorrect

  • SSO/SAML is not configured

  • Users are not logging in via SSO/SAML

Solutions:

  • Verify the Azure ID is correct (copy it from Azure Portal)

  • Check SSO/SAML configuration in workspace settings

  • Ensure users are logging in via SSO/SAML

Issue: I can't edit a group

Cause: You're not an Admin or Owner of the workspace.

Solution: Contact an administrator to modify the group.

Issue: Changes aren't saving

Possible causes:

  • Internet connection problem

  • The field is being saved (wait a few seconds)

  • You don't have permissions

Solutions:

  • Check your internet connection

  • Wait a few seconds, saving is automatic

  • Refresh the page if necessary

Frequently asked questions

Can I create multiple groups?

Yes, you can create as many groups as necessary in your workspace.

Can a user be in multiple groups?

Yes, a user can be a member of multiple groups simultaneously.

What happens if I delete a group?

The group is marked as deleted (soft delete). Members are not deleted from the workspace, only removed from the group. Access to resources may be affected.

Can I change a group's role after creation?

Yes, you can modify a group's role at any time from the details page. This affects permissions for all members.

How do I know which groups exist in my workspace?

View the "Groups" page which lists all workspace groups. Use the search bar to filter.

Can I see all groups I'm a member of?

Yes, on the "Groups" page, you'll see all workspace groups. Groups you're a member of will display your avatar in the member list.

Is the default group mandatory?

No, the default group is optional. If no default group is defined, new members join the workspace without being in a group.

Can I remove a member from a group without deleting them from the workspace?

Yes, removing a member from a group doesn't delete them from the workspace. They remain a workspace member but are no longer in the group.

How many members can a group contain?

There is no technical limit to the number of members in a group.

Can I export the member list of a group?

This feature is not currently available in the interface. Contact support if you need this functionality.

Additional resources

  • Roles & permissions – Understand what each role can do

  • Managing members – Learn how to invite and manage workspace members

  • Advanced settings – Configure default group for new members

  • SSO/SAML configuration – Set up Azure AD integration

Ready to organize your workspace? Navigate to Groups in the left sidebar to create and manage your first group.