User Groups

User Groups

User Groups in EquiBillBook allow you to organize users into logical groups for easier management, bulk operations, and streamlined permission assignment. This is especially useful for businesses with multiple departments or teams.

What are User Groups?

User Groups are collections of users that share common characteristics:

• Department (Sales, Purchase, Accounts, etc.)
• Location/Branch
• Job Function
• Access Level
• Any custom grouping you define

Benefits of User Groups

• Easier Management: Manage multiple users at once
• Bulk Operations: Apply changes to entire groups
• Organized Structure: Better organization of your team
• Reporting: Group-based reporting and analytics
• Notifications: Send notifications to specific groups

Accessing User Groups

To manage user groups:

1. Navigate to Settings → User Settings → User Groups
2. You'll see a list of existing groups
3. You can create new groups or manage existing ones

Creating a User Group

Step 1: Access Group Creation

1. Go to Settings → User Settings → User Groups
2. Click "Add Group" or "Create Group"

Step 2: Define Group Details

• Group Name: Enter a descriptive name (e.g., "Sales Team", "Warehouse Staff")
• Description: Add a brief description of the group's purpose
• Group Type: Select type (Department, Location, Custom, etc.)
• Status: Set as Active or Inactive

Step 3: Add Users to Group

Select users to include in the group:

• Browse the user list
• Select users to add
• Users can belong to multiple groups
• You can add users later

Step 4: Set Group Permissions (Optional)

You can set default permissions for the group:

• Assign a default role
• Set module access
• Configure permissions
• Note: Individual user permissions take precedence

Step 5: Save Group

1. Review all information
2. Click "Save" or "Create Group"
3. Group will be created and available for use

Common User Group Examples

Department-Based Groups

• Sales Team: All sales staff
• Purchase Team: All purchase staff
• Accounts Team: All accounting staff
• Warehouse Team: All warehouse staff
• Management: All managers

Location-Based Groups

• Branch 1 Staff: Users at Branch 1
• Branch 2 Staff: Users at Branch 2
• Head Office: Head office staff

Function-Based Groups

• Cashiers: All cashier staff
• Sales Agents: All sales agents
• Supervisors: All supervisors

Managing User Groups

Adding Users to a Group

1. Go to the group
2. Click "Add Users" or "Manage Users"
3. Select users to add
4. Save changes

Removing Users from a Group

1. Go to the group
2. Find the user in the group members list
3. Click "Remove" or uncheck the user
4. Save changes

Editing Group Details

1. Find the group
2. Click "Edit" or the group name
3. Modify details as needed
4. Save changes

Deleting a Group

1. Find the group
2. Click "Delete"
3. Confirm deletion
4. Note: Deleting a group does not delete users

Using User Groups

Bulk Permission Assignment

Apply permissions to all users in a group:

1. Select the group
2. Go to permissions
3. Set permissions for the group
4. Apply to all group members

Group-Based Reporting

Generate reports for specific groups:

• Sales reports by sales team
• Activity reports by department
• Performance reports by location

Group Notifications

Send notifications to entire groups:

• Email notifications
• System notifications
• Announcements

User Groups vs User Roles

Understanding the difference:

• User Groups: Organizational structure, for management and reporting
• User Roles: Permission sets, define what users can do
• Users can belong to multiple groups
• Users typically have one primary role
• Groups help organize; roles control access

Best Practices

• Logical Grouping: Create groups that make sense for your business
• Clear Naming: Use descriptive, clear group names
• Regular Review: Periodically review and update groups
• Avoid Overlap: Keep groups focused and avoid unnecessary overlap
• Documentation: Document the purpose of each group
• Keep Updated: Update groups when team structure changes

Common Scenarios

Scenario 1: New Department

1. Create a new group for the department
2. Add department members to the group
3. Assign appropriate permissions
4. Set up department-specific settings

Scenario 2: Reorganization

1. Review existing groups
2. Update group memberships
3. Merge or split groups as needed
4. Update permissions

Scenario 3: Multi-Location Business

1. Create location-based groups
2. Assign users to their location group
3. Set location-specific permissions
4. Configure location-based reporting

Troubleshooting

User not appearing in group?

• Verify user is added to the group
• Check if user account is active
• Refresh the group view

Group permissions not applying?

• Group permissions may be overridden by individual user permissions
• Check individual user settings
• Verify group permissions are set correctly

Cannot delete a group?

• Some groups may be required by the system
• Remove all users from the group first
• Check if group is used in workflows

Related Articles

• User Management: Managing individual users
• User Roles and Permissions: Understanding roles and permissions
• Access Control: Advanced access control settings
• Creating Users: Adding new users to the system

User Groups help you organize and manage your team efficiently, making it easier to apply changes and generate reports!