Creating and Managing Groups

👥

Access Required

You must be a workspace Admin (or a relevant custom role) to invite users, create Groups, and manage users within Groups.

✍️

Note

As of June 30, 2025, Groups are optional. You can decide to instead assign individual users to objects.

📘

Best Practices

Why use Groups instead of individual users?

• Easier to manage: You can add or remove access for many people at once.
• More reliable: If someone leaves the company, others in the group still have access or responsibility.
• Team ownership: It encourages shared responsibility instead of relying on one person.
• Flexible setup: You can create groups based on expertise or roles.

What to watch out for if using Groups:

• Less clear accountability: People might assume someone else will take action.

Creating a Group

1. In Guru's web app, go to Manage > Users and Groups > Groups.
2. Click + Create new Group.
   
3. Enter the Group name.
4. Click Save.

Adding users to a Group

1. On the Groups page, click the Group name to view its members.
2. In the input field, type the name(s) of the users to add.
3. Select each name by clicking or pressing Return/Enter on your keyboard.
4. To remove a user, click the x next to their name.
5. Click + Add to Group.
   

✍️

Note

Users can belong to multiple Groups. If a user is in Groups with different roles for the same Collection, the highest role applies.

✍️

Note

If an Admin (or a relevant custom role) moves a user with editing permissions into a viewer Group in a Collection, Cards they verified will lose their verifier. These Cards may become untrusted and eventually auto-archived unless verification responsibility is reassigned.

Editing a Group's name

1. Click the ellipsis (⋮) to the right of the Group name.
2. Click Edit Group Name.
3. Enter the new name and click Save.

Deleting a Group

1. Click the ellipsis (⋮) to the right of the Group name.
2. Click Delete Group.
3. Click Delete Group again to confirm.

Interacting with Groups

• @ Mention Groups in Comments: All users can @ mention a Group in Card comments to ask clarifying questions. Learn more about Card comments.
• Set Group Verifiers: Admins (or a relevant custom role ) can assign a Collection Owner, Group, or individual with edit access as the default verifier. This allows any Group member to verify Cards. More on verification.
• Send Announcements to Groups: Collection owners and authors can send announcements to Groups, notifying all members about new or updated content. Learn more about announcements.
• Ask an Expert with Groups: Users can crowdsource answers by asking a Group a question via the "Ask an Expert" feature. Learn more about Ask an Expert.
• 🏘 Multi-workspace Access: If your organization has multiple Guru workspaces, you can grant Groups from another workspace "read only" access to a Collection. Users with access to multiple workspaces can view all content they have permission to each time they log in. Learn more about workspaces.