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User Groups

User groups are available on Business and Enterprise accounts. Admins on Business or Enterprise accounts can create, edit, or delete user groups, however some admins on Enterprise accounts may have this right disabled.

⏱ 7 min read

Overview

User groups are customizable groups made up of selected users. Instead of sharing data one person at a time, use user groups to quickly share information with groups of people. You can @mention user groups and share tasks, folders and projects with user groups.

 

Important Information

  • You can include one user in multiple user groups.
  • The maximum number of user groups you can create depends on your subscription. You can have one more user group than you have purchased seats. There's a maximum number of 201 user groups (no matter how many users you have).
  • You can convert user groups into subgroups and vice versa by dragging and dropping groups and subgroups within the Groups section on the left-hand side of the Users tab in the Account Management section.
  • When you share a task, folder, or project with a user group:
    • The task, folder, or project is also shared with any subgroups which are a part of that user group.
    • You cannot unshare the task, folder, or project from a subgroup within the parent user group or from just one individual or individuals within the user group.
    • You cannot unshare subtasks, subfolders, or subprojects from the user group without unsharing the parent task, folder, or project*.
    • The task, folder, or project is automatically shared with users as they are added to the group.

*Admins on Enterprise accounts can turn off Inherited Sharing which allows them to decide whether they want to share subfolders and subprojects when sharing parent folders and projects.

Create a User Group

Admins on Business or Enterprise accounts can create user groups. 

Option 1

  1. Click your profile image in the upper right-hand corner of your workspace.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. Check the box next to the name(s) of the user(s) you want to add to a group.
  5. Click "Create new group" in the panel which appears to the right.
  6. From the pop-up that opens:
    • Enter a group name
    • Select a color for the group's avatar and edit the group initials if necessary
    • Users selected at Step 4 appear in the "Members" section, and you can click the "+" icon to add additional members.
    • Designate group admins: click "Add Group Admin" and select a user from the list or start typing their name and select them once they appear. Add more group admins by clicking the "+" icon (for Enterprise accounts).
  7. Click "Create".

The new group is instantly created.

Option 2

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. Click the "+" icon to the right of the word "Groups".
  5. From the pop-up that opens:
    • Enter a group name
    • Select a color for the group's avatar and edit the group initials if necessary
    • Add group members: click "Add members" and select a user from the list or start typing their name and select them once they appear. To add additional members click the "+" icon. 
    • Designate group admins: click "Add Group Admin" and select a user from the list or start typing their name and select them once they appear. Add more group admins by clicking the "+" icon. (For Enterprise accounts). 
  6. Click "Create".

The new group is instantly created.

Add Users to a User Group

Admins on Business or Enterprise accounts can edit user groups. 

Option 1

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. Check the boxes to the left of the profile images of the users you want to add to the group (you can select multiple users at once).
  5. Click "Add to group" on the panel which appears to the right.
  6. Select a group from the list or start typing the group name and select it once it appears.

Option 2

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. From the left-hand panel, select the group you want to add users to. If you don't see the group in the list: click next to the magnifying glass icon, start typing the group name, and select it once it appears.
  5. Click "Add users" to the left of the group's name.
  6. Choose who you want to add to the group:
    • Add someone who is already part of the account: select "Add from account" and either select a user from the list or start typing their name or email and select them once they appear.
    • Add someone who isn't part of your account: 1) select "Invite by email", 2) enter their email address (you can add more than one), 3) specify their role and 4) click "Invite users".

Move Users between User Groups

  1. Click your profile image in the upper right-hand corner of your workspace.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. From the left side of the screen, select the user group whose members you want to move to a different group.
  5. Click "Move to another group" on the panel which appears to the right.
  6. Select a group from the list, to which you want to move users or start typing the group's name and select it once it appears.

Remove Users from a User Group

Admins on Business or Enterprise accounts can edit user groups. 

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. From the left side of the screen, select the group which you want to remove users from. If you don't see the group in the list: click next to the magnifying glass icon, start typing the group name, and select it once it appears.
  5. Click the checkboxes to the left of the profile images of users which you want to remove from the group (you can select multiple users at once).
  6.  Click "Remove from group" in the panel which appears to the right.

The user or users you selected are removed from the user group.

Wrike Tip! If you need to remove 1 user from a user group just hover over their name and click the "x".

Create a Subgroup

Admins on Business or Enterprise accounts can create user groups. 

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. Hover over the name of the group where you want to add a subgroup and click the "+" icon to the right of the title. If you don't see the group in the list: click next to the magnifying glass icon, start typing the group's name, and click its title once it appears.
  5. In the pop-up which appears:
    • Enter a subgroup's name.
    • Select the color for the group's avatar.
    • Add subgroup members: click "Add members" and select a user from the list or start typing their name and select them once they appear. To add additional group members click the "+" icon.
    • Choose group admins: click "Add Group Admin" and select a user from the list or start typing their name and select them once they appear. To add additional group admins click the "+" icon.
  6. Click "Create".

Your new subgroup is created.

Rename a User Group

Admins on Business or Enterprise accounts can edit user groups. 

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. From the left-hand panel, select the group which you want to rename. If you don't see the group in the list: click next to the magnifying glass icon, start typing its name, and click its title once it appears.
  5. Click "Group settings" to the right of the group's title.
  6. Enter a new name for your user group and click "Update".

Edit a Group's Avatar

  1. Click your profile image in the workspace's upper right-hand corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel to open a list of all users and groups in the account.
  4. Select the group you want to rename, from the left-hand panel.
    • If you don't see the group in the list: click next to the magnifying glass icon, start typing its name, and select it once it appears.
  5. Click "Group settings" to the right of the group's name. 
  6. You can:
    • Enter new initials the group's avatar.
    • Select a color.
  7. Click "Update".

Delete a User Group

Admins on Business or Enterprise accounts can delete user groups. All items must be unshared from a user group before it can be deleted.

  1. Unshare all tasks, folders, and projects from the user group.
  2. Click on your profile image in the workspace's upper right-hand corner.
  3. Select "Settings" from the dropdown.
  4. Click "Users" in the left panel to open a list of all users and groups in the account.
  5. From the left side of the screen, select the group which you want to delete. If you don't see the group in the list: click next to the magnifying glass icon, start typing its name, and click its title once it appears.
  6. Remove all users from the group (only groups with no users in them can be deleted).
  7. Click the three-dot menu button to the right of the group's title at the top.
  8. Click "Delete group".
  9. Click "Delete" to confirm your decision.
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