User groups

User groups - Manage user rights effectively

  • User groups are an easy and effective way to manage user rights for multiple people at once. Instead of editing rights individually for each user, you can centralize management at group level.
  • This guide explains how to create a user group and how to grant user rights to a user through a user group.

Find user groups

All the created user groups can be found from Admin > User groups

User groups are typically named based on the type of users that indicate the rights and help to add users to correct user group.

Creating a new user group

  1. Open Admin – User groups
  2. Click Create a new user group
  3. Add at least
    1. Name for the group
    2. User rights that the users should get for each module or page
    3. Departments which departments' items can users see.
    4. More information about different user rights can be found here: User rights explained.
  4. Click Create

User Group – Advanced Settings

In addition it is possible to manage additional setting for users within the group. Some of the settings may be only visible to certain users or organisations.

  • Identifiers – used to connect user groups with Single Sign-On (SSO)
  • Users with reader rights to maintenances can close defect reports
  • Users with only reader rights to reservations can see only their own reservations
  • Allow users to claim item (part of Lendings feature)
  • Default widgets on home page – define which widgets are suggested to the user upon their first login when they select “Add default widgets” from the homepage. If widgets are not specified, the user will receive Trail’s default widgets. More information here: Home page default widgets.

Adding a user to a user group

User can be given user users from specific user group. This can be done from user's own profile.

  1. Open Admin – Users
  2. Find the user and open their profile in edit view
  3. In the User Groups section, select the group from which the user should receive user and department rights.
  4. Save the change
  5. Once the user has been added to a group, this information can also be found on the user group’s page.

Note! From user's own profile you can give them additional rights separately. For example, access to multiple departments, that were not given for other members of the group.

Trail always applies the highest rights granted, whether they come from the user group or the user’s own profile.

Editing and Deleting a User Group

  • One user group page, you can edit its' rights or delete a unneeded user group.
  • To edit a group, click its name or the Edit icon
  • To delete a group, click the Trash can icon

⭐ Tips for Managing User Groups

  • Plan ahead: Think about which user groups you need so that their use will be most effective when adding users.
  • Keep names clear: Use descriptive names so that everyone immediately understands what permissions are associated with the group.
  • Leverage SSO integration: When user groups are linked to AD, rights management can be automated and the risk of errors can be reduced. If you are interested in this topic, feel free to contact us at support@trail.fi, and we will gladly provide more details.

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