Group people by team or function, give the group roles that every member inherits, and switch a group off without losing its setup.
A user group gives roles to many people at once. Every member inherits every role assigned to the group, for as long as the group is active. Adding a new colleague to the right group gives them the right access in one step, and the group shows at a glance who holds that access and why. Only organisation Admins can manage groups.
Product location: /settings/roles/groups. Open Roles & Permissions in Settings, then User Groups.
A person's access is the union of the roles they hold directly and the roles of every active group they belong to. Nothing is subtracted: a role from one path is never cancelled by another.
Removing a direct role does not remove the same role when a group still gives it.
Removing someone from a group removes only the roles they held through that group.
An inactive group keeps its members and roles but gives nobody anything.
A person's Role & Permissions tab lists their direct roles under Platform Roles and group roles under Inherited from groups, for example "Quality Auditor via group Internal Auditors". A role's page lists the groups that give it under Groups with this role. When a vault access grant names a role, the members of every active group with that role get the access too.
Roles never widen an account class: a training learner in a group still uses only Training, and a pending user has no access until they get a seat.
Product location: /settings/roles/groups. Open Roles & Permissions in Settings, then User Groups.
When Quality Management is set up for your organisation, ComplyTrain creates five groups, each linked to the matching system role:
Group | Role it gives | For |
|---|---|---|
Quality Management | Quality Manager | People who administer the quality management system. |
Process Owners | Process Owner | People who own processes and their evidence, complete tasks and submit forms. |
Document Authors | Document Controller | People who write and control documents. |
Internal Auditors | Quality Auditor | People who plan and conduct internal audits. |
Read Only | QMS Viewer | People who need read access without authoring rights. |
They are ordinary groups: you can rename them, change their roles, add your own groups or delete the ones you do not need. Colleagues you invite during a Quality Management standard kick-off join the matching starter group by its name, so keep the names if you use kick-off invitations.
Product location: /settings/roles/groups. Open Roles & Permissions in Settings, then User Groups.
Open Settings, then Roles & Permissions and User Groups, or choose User Groups on the roles page.
Choose Create Group. Create User Group opens.
Enter the Name and, optionally, a Description.
Choose Create. The group appears in the list, active and empty.
Field | Rules |
|---|---|
Name | Required, up to 100 characters. No other group may have the same name. |
Description | Optional, up to 500 characters. Say which team or function the group represents. |
The list shows each Group with its Description, number of Members and number of Roles, and an Inactive badge where it applies. View Details or the group name opens the group; Back to User Groups returns to the list.
Product location: /settings/roles/groups/{groupId} (fallback: /settings/roles/groups). Open the group with View Details.
Open the group. Under Members, type part of a name or email address in Search users by name or email... and choose Search, or press Enter.
Choose Add next to the person. The membership is saved at once, and the person appears in the member list.
To remove someone, choose Remove beside their name and confirm Remove member?: "… will lose every role inherited through this group."
The search leaves out people who are already members; No matching users found (existing members are excluded). appears when nobody else matches. A person can belong to any number of groups.
Product location: /settings/roles/groups/{groupId} (fallback: /settings/roles/groups). Open the group with View Details.
Open the group. Assigned Roles lists every role in your organisation, with a System badge on roles ComplyTrain provides.
Tick the roles the members should inherit and clear the ones they should not.
Choose Save Changes. Group roles updated confirms it. Cancel restores the saved selection.
No roles are available yet. Create roles first. appears when your organisation has no roles. Create one in create roles and choose their permissions.
Product location: /settings/roles/groups/{groupId} (fallback: /settings/roles/groups). Open the group with View Details and choose Edit. Delete is on the group's row in the list.
To change the group itself, open it and choose Edit:
Field | What it does |
|---|---|
Name, Description | The same rules as when you created the group. |
Group is active | "Deactivating is a soft off-switch: membership and role links are kept, but the group grants nothing." |
Choose Save Changes. Group updated confirms it. An inactive group shows the Inactive badge and the note "This group is inactive: members keep their membership but inherit no roles from it." Tick Group is active again to restore every member's inherited roles exactly as they were.
To remove a group for good, choose Delete on its row in the group list. Delete group? warns: "This permanently deletes the group … Its members lose every role they inherited through it." Deactivate instead when you may need the group again.
Product location: /settings/roles/groups. Open Roles & Permissions in Settings, then User Groups.
Your internal auditors need Quality Auditor rights in Quality Management, and during audit rounds also read access to the risk register and the control library.
Create a custom role Audit read access with rms:view_risks, rms:view_reports and controls:view_controls; see create roles and choose their permissions.
Open User Groups and the Internal Auditors starter group. It already gives Quality Auditor.
Under Assigned Roles, also tick Audit read access and choose Save Changes.
Under Members, search for and Add each auditor.
Open one auditor's Role & Permissions tab and check that both roles are listed under Inherited from groups "via group Internal Auditors".
If the auditors also review a document vault, grant the Quality Auditor role auditor access on that vault; see configure vaults and access grants.
Between audit rounds, edit the group and clear Group is active. The auditors keep their direct roles and their training, lose the audit access at once, and get it back when you tick Group is active for the next round.
Product location: /settings/roles/groups. Open Roles & Permissions in Settings, then User Groups.
Adding or removing a member, changing a group's roles, and activating or deactivating a group apply immediately, without signing out. The affected people may need to refresh their browser for menus and buttons to catch up.
