Access Groups

This guide explains how to create and manage access groups for easier permission management.

Overview

Access groups allow you to manage page permissions for multiple users at once. Instead of granting access to individual users, you can create groups like "Engineering" or "Marketing" and manage access at the group level.

Benefits

• Simplified Management: Grant or revoke access for many users with one action
• Consistent Permissions: Ensure team members have the same access levels
• Easy Onboarding: Add new members to groups instead of individual pages
• Organized Access: Mirror your organization structure in your permissions

Creating an Access Group

Prerequisites

• You must be a team admin to create groups

Steps

1. Go to Team Settings in the dashboard
2. Click Manage Groups in the Access Groups section
3. Click Create Group
4. Enter a group name (e.g., "Engineering", "Marketing", "Leadership")
5. Optionally add a description
6. Click Create Group

Managing Group Members

Adding Members

1. Find the group you want to modify
2. Click Manage Members
3. Search for team members using the search box
4. Check the boxes next to members you want to add
5. Click Save Changes

Removing Members

1. Click Manage Members on the group
2. Uncheck the boxes next to members you want to remove
3. Click Save Changes

Editing a Group

1. Click the pencil icon (✏️) on the group card
2. Update the name or description
3. Click Save

Deleting a Group

1. Click the trash icon (🗑️) on the group card
2. Confirm the deletion in the dialog

Warning: Deleting a group will remove all members from the group. Pages that granted access to this group will need their permissions updated.

Using Groups for Page Permissions

Once you've created groups, you can use them when sharing pages:

1. Open a page you want to share
2. Click the Share button
3. Instead of selecting individual users, select a group
4. Choose the access level (View, Comment, or Edit)
5. Click Share

All current and future members of the group will have access to the page.

Best Practices

Group Naming Conventions

Use clear, descriptive names:

• ✅ "Engineering Team"
• ✅ "Product Managers"
• ✅ "Client - Acme Corp"
• ❌ "Group 1"
• ❌ "Temp"

Group Organization Tips

1. Department Groups: Create groups that match your org chart
2. Project Groups: Create temporary groups for specific projects
3. Role-Based Groups: Create groups based on job functions
4. Client Groups: Create groups for external stakeholders

When to Use Groups vs. Individual Permissions

Use Groups when:

• Multiple people need the same access level
• Team composition changes frequently
• You want consistent permissions across many pages

Use Individual Permissions when:

• Only one or two people need access
• Access is temporary and specific
• Different access levels are needed for similar roles

Frequently Asked Questions

Can I be in multiple groups?

Yes, you can be a member of any number of groups. Your effective permission on a page is the highest permission granted through any group or individual access.

Important: If an admin sets No Access on a specific database or page for you (via Team Settings), it overrides all group and individual permissions for that resource.

What happens when I'm removed from a group?

You immediately lose any permissions that were granted through that group. However, if you have individual access or access through another group, you'll retain that access.

Can members manage groups?

No, only team admins can create, edit, or delete groups and manage group membership.

Is there a limit to how many groups I can create?

There's no hard limit, but we recommend keeping groups organized and purposeful. Too many groups can become difficult to manage.