Managing group members
What you'll learn
- How to open the Manage Users dialog for a group
- How to add or remove members and search through users
- What changes when someone joins or leaves a group
Opening the dialog
- Open Settings → Groups.
- Find the group you want to adjust — use the search box if needed.
- Click the row's action menu and choose Manage Users.
The dialog opens listing every user in your currently active company, with existing members already checked.
manage-group-users-dialogAdding or removing members
Each user row has a checkbox, their name with their username, and a role badge on the right.
- To add a user — check the box next to their name.
- To remove a user — uncheck the box.
The list scrolls if there are many users. Use the search box at the top to filter by first name, last name, or username. Role badges are visible in the list so you can sanity-check whether a particular user is the kind of person this group should route tasks to.
Click Save when you're done. The dialog closes and the group's membership is updated.
What changes when membership changes
For users being added:
- They immediately become eligible to receive tasks routed to this group.
- Any already-active workflow tasks routed to this group will start showing up in their My Tasks, where previously they only showed up for existing members.
- They don't gain or lose any other access — group membership is just a routing list, not a permission grant. See Creating a group for more on that distinction.
For users being removed:
- They stop seeing new tasks routed through this group from now on.
- Tasks they've already claimed stay with them — removal doesn't retroactively unassign an in-flight task. Those tasks continue in their My Tasks until they approve, reject, or delegate.
Common questions
Do I need to add myself if I'm configuring the group?
No — your admin privileges don't automatically add you to any group. You're only in a group if you're explicitly checked in its Manage Users dialog.
The search box doesn't find a user I expect to be there.
Three possibilities:
- The user isn't in the currently active company (they belong to a different one).
- Their account was deleted (their tasks would be orphaned — see Workflow Admin to handle).
- The user's name or username is spelled differently than you thought; try a broader search term.
A user was in the group, had a task, and I removed them. What happens to the task?
Tasks that were routed to the group and claimed by that user stay with them — removal from the group doesn't pull the task back. Tasks that are still waiting (not yet acted on by any group member) lose that specific user from the candidate list, but remain claimable by the remaining members.
Can I add users from another company?
No. Group membership is within the currently active company only. If you need similar groups across companies, create them separately in each company (see Creating a group).
How do I see what groups a user belongs to?
Not from the Users page directly. You'd have to open each group's Manage Users dialog and look for the user. This is a small UX gap — a future release may add a "Groups" section to the user's profile or a filter on the Groups page.
Is there a limit on how many users can be in a group?
No hard limit from the UI. Groups can be as large as your whole company or as small as one person.
Can I add a disabled or inactive user to a group?
The list shows active users in the company. If a user's status is anything other than Active, they may not appear or may appear muted — check their profile. Adding inactive users to a group isn't useful since they can't sign in anyway.