11/02/17 18:25 PM  

Admin: User groups Overview

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SummaryHow do I configure User Groups?
Details
The RingCentral User group feature associates users based on the organization's hierarchy. Administrators can create User groups and assign who gets to manage the group. They control who gets access to view or create User groups. Group managers are responsible for managing and modifying the group members' settings as allowed by the Administrator. They can access and customize the group's Reports, as well as view the Call Log of each User group member. 

The Account administrator can either assign a User Admin role to the Group manager or create a custom User Role to allow the Group manager to access and modify the group's settings later on. Once the right User Role has been assigned to the Group manager, the Super Admin, User Admin, or any other User with correct permissions can then create and assign members to the User group.

IMPORTANT: When creating a custom User Role, the Account administrator must make sure the User Group manager will be able to access and modify the group members' settings. Refer to User Roles and Permissions for more information about assigning or creating custom User Roles.

Several User groups can be created as required for your organization. For example, a Director with 2 team managers (and their team members) may need to have 3 User groups created: one group for each of the team managers and an overall group for the Director that includes both team managers.

Availability

This feature is available to RingCentral Office Premium and Office Ultimate editions.

Key Features and Benefits

• User groups facilitate the organization of custom group under an assigned Group manager.
• Allows Users to belong to multiple groups.
• Group managers can access and modify all the group members’ User Details.
• Group managers can view the group members' Reports data and Call Log.
Administrators can edit a member's list of groups using the RingCentral Mobile app. This can be done by opening the member's User Info, and selecting which User group/s should be enabled for the User.

Limitations

• Assigned Group manager must also be a member of the group.
• Only 1 Group manager per group.
• A User group must have at least 1 member.
• Currently supports flat, non-nested groups only.

This article discusses the responsibilities of Administrators as related to User groups. Click on links below to learn more:

Create a User group on the RingCentral Online account
Customize a User Group

See Also:

which shows how Group managers can log in to the RingCentral Online account to access or manage User groups.

Create a User group on the RingCentral Online account

Creating a User group involves adding members to the group and assigning a Group manager who can modify the members' settings and view their Call Logs and Reports. The User Groups option in Templates can help simplify the assignment of Users to User groups. 

IMPORTANT: The Group manager must have at least a User Admin role and permission to access the group manager interface. You may review User Roles and Permissions for more information.

Follow the steps below to create a User group:

Step 1:

Step 2:

Go to Users > User Groups.

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Step 3:

If you are creating a User group for the first time, click Create.
 
Click Create.

Otherwise, click New Group.
 
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Step 4:

Provide a name and description to your User Group. Click Next to proceed.
 
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Step 5:

Tick the box beside the Users that you want to add as group members.
 
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Step 6:

Select the Group Manager from the added members.

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Click Done.

IMPORTANT: The selected Group manager must at least have a User Admin role and permission or a custom User role that would allow him/her to access and modify the group members' settings. Review the User role settings on the Online account.

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Customize a User Group

This section shows Group managers can modify the settings of a User group using the RingCentral Online account.  

Step 1:

Select the User group that needs to be edited.

Select the User group that needs to be edited.

Step 2:

The Overview tab displays the group's Name, Group Manager, and Description. Click Edit to change these settings.

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NOTE: You may also click Delete to delete the User group.

The Members tab lets you add or remove a User group member.

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NOTE: ​Administrators can edit a member's list of groups using the RingCentral Mobile app. This can be done by opening the member's User Info, and selecting which User group/s should be enabled for the User.​
 

[Back to Topics]

User groups Frequently Asked Questions

1. How many managers can there be per group

Current functionality only supports 1 manager per group.

2. Can we have nested groups?

At this time only a flat structure is supported. If a manager has two team managers (and their team members) reporting to the manager, we’ll need to create 3 User groups. Each team manager will have their own and the overall manager could manage a group with everyone in there.

3. Do I need to update roles/permissions for the User group manager?

No. When a user is assigned to be a User group manager, the user automatically inherits some permissions. This is done by way of a secondary role that is in effect in the background & can’t be modified by the admin. This works in conjunction with the role assigned to the user in the user administration section.

4. Which role wins?  If the primary role has more permissions than the group manager role, what happens?

User’s permissions are a union of both roles. You must ensure that the primary role has just the right permissions so that user access is controlled when the user is given User group manager access.

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