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User Groups help your organization manage users more efficiently by allowing you to organize individuals into shared groups based on department, role, location, or any other structure that reflects how your business operates. Today, Groups are primarily used to streamline job approval workflows, but they’ll play an increasingly important role in other areas of the platform going forward.

In this article we will cover: 

• Why Use Groups?
• Creating & Managing Groups
• Allowing Sub-Parent & Child Accounts to Create Groups
• Best Practices
• Related Topics 

Why Use Groups?

User Groups offer several key benefits:

• Simplify management: Update membership in one place. No need to edit individual users in every workflow or setting.
   
• Reflect your org structure: Set up Groups that match how your teams actually work, whether that’s by region, job role, location, etc.
   
• Save time at scale: Assign an entire team in just one click rather than selecting users individually every time.
   
• Support flexibility and control: With inheritance and editing rules, you can centralize or decentralize Group management based on your organization’s needs.
   

Example: A company with multiple dealerships can create a Regional GMs Group that includes general managers across locations.

Creating & Managing Groups

To create or manage User Groups, a user must have the "Can manage users, roles, and permissions" permission.

To create a Group go to Management > Manage Users

Select the 'Groups' tab and then 'Create Group' 
 

Enter the Group Name (required), description (optional), Members (optional) – add users from your organization or create an empty container to allow sub-parent and child accounts to add their own users.

Configure Group Inheritance. Choose whether to pass down group to all children locations

Configure Member Editing. Choose whether to pass down members or allow child locations to select their own

Select 'Create Group' to save 

Allowing Sub-Parent & Child Accounts to Create Groups

By default, only the Ultimate Parent Account in your organization has the ability to create User Groups. However, you can choose to extend this ability to sub-parent or child accounts in your hierarchy.

This is helpful when you want to give specific parts of your organization more flexibility and ownership over how they manage their teams—for example, allowing regional managers to create Groups for their own hiring workflows.

How it Works

From the Ultimate Parent Account, you can enable an option to “Allow child accounts to create new user groups.”

• When enabled, this permission only passes down one level in the hierarchy.
   
• If you want multiple levels to have group creation access (e.g. Corporate → Regional → Store Level), each parent level must explicitly allow it.
   
• If the permission is not granted, child accounts can still view and use inherited Groups, but they cannot create their own.
   

Example Scenario

Let’s say your organizational hierarchy looks like this:

Corporate (Ultimate Parent) → Region A (Sub-Parent) → Location 1 (Child)

If Corporate enables “Allow child accounts to create user groups”:

• Region A can now create its own Groups.
   
• Location 1 cannot—unless Region A also enables the same setting for its children.
   

If neither Corporate nor Region A enables this permission:

• Location 1 will only see inherited Groups, with no ability to create or manage its own.
   

How to Enable Group Creation for Child Accounts

Go to the Management > Manage Users 
 

Select 'Groups'  from the Ultimate Parent account

You’ll see Child locations cannot create their own groups in the upper righthand corner.  Click “Allow” 
 

(Optional) If you're a sub-parent and want to pass it down, repeat the same step from your account
 

Once enabled, child accounts will see the "My Groups" section and can:

• Create new Groups
• Add members
• Manage Groups independently

Best Practices

• Use clear naming conventions (e.g. “Midwest Hiring Managers”) so others know exactly who’s in each Group.
• Keep Groups up to date — changes you make to a Group will automatically apply wherever it’s used.
• Use inheritance to scale — push Groups down to child locations when central control is needed, or allow child locations to manage their own.

Related Topics 

• User Roles & Permissions
• BETA: Job Approvals
• Adding & Removing Users