# Groups

> Groups bundle people by role, such as Technicians or Bookkeepers. Use them to grant permissions, control access, route access filters and assign work.

A group is a named set of people in your organization, usually a role such as Technicians, Sales or Bookkeepers. A person can be in more than one group.

Groups are the main way to manage who can do what in SAPUGO. Instead of setting permissions person by person, you set them once on the group and add people to it.

## What groups are used for

- **Organization permissions.** A group grants capabilities such as inviting members, creating tables, managing workflows or managing billing. A person's permissions are their own plus those of every group they belong to.
- **Access rules.** A folder, view, table or dashboard can give a group the right to create, read, update or delete there. See [Access](/docs/access).
- **Access filter routing.** You can assign a group to an [access filter](/docs/base-views), so its members automatically see the right slice of a table.
- **Person columns.** A [Person](/docs/columns/person) column can limit its picker to members of certain groups, for example only Technicians can be assigned to a job.
- **Workflows.** A [workflow](/docs/workflows) can notify a group, ask a group to approve something, or send work to each member of a group.

> **Note:** The organization owner always has every permission, whatever groups they are in.

## Create a group

1. Open the workspace menu at the top of the sidebar and choose **Settings**.
2. Go to **Groups** and choose **New group**.
3. Enter a **Name**, for example `Technicians`, and an optional **Description**.
4. Under **Permissions**, choose what members of this group can do. You can start from a preset such as **Full Admin**, **Read Only** or **Editor**, then adjust.
5. Choose **Create**.

## Permissions

Permissions are grouped into categories. Each permission shows a short description in the form.

| Category | What it covers |
| --- | --- |
| **User Management** | Viewing members and groups, inviting and removing members, and managing groups. |
| **Organization** | Viewing organization settings, managing billing, viewing usage, and managing API applications. |
| **Databases** | Viewing, creating and deleting databases. |
| **Tables** | Viewing tables, reading their data, creating and changing tables, and deleting them. |
| **Views** | Viewing, reading through, creating and deleting views. |
| **Backups** | Viewing, creating and restoring backups, and managing backup schedules. |
| **Inbox** | Viewing shared inboxes, handling threads, and managing inbox settings. |
| **Workflows** | Viewing workflows and their runs, and creating, editing and running workflows. |
| **Advanced** | Using the AI assistant, and running analysis on databases and tables. |

You may also see permissions for documents, webhooks and navigation, such as **Manage Navigation** (create, rename and move folders), **Move to Private** and **Manage Trash**.

> **Tip:** Most people only need to work in the screens you give them. They do not need permissions to create tables or manage workflows. Give those permissions only to the people who build and maintain your system.

### Permissions are not access rules

Organization permissions say what someone may do across the organization, like creating a view. They do not open folders or views by themselves. A person can have permission to create views and still be unable to open a folder whose access rules do not include them. See [Access](/docs/access).

## Add people to a group

You can add people to groups in two ways:

- **When you invite them.** In the **Invite member** form, pick one or more **Groups**.
- **Later.** Go to **Settings**, then **Members**, open the member, and change their groups.

### Default group for new members

Open a group and choose **Set as default group**. New invitations are placed in this group automatically when no group is chosen. Choose **Remove default** to turn this off.

### Direct permissions for one person

On a member's page you can also give that one person extra permissions, in addition to those from their groups. These appear as **Direct overrides**. Use them for exceptions only. For anything that applies to a role, use a group.

## Limit assistant use

When you create or edit a group, you can turn on **Set a default AI assistant credit limit for this group** and enter the number of credits members may use per billing cycle. The limit applies to members of the group who have no personal limit set. A limit of 0 blocks assistant access.

## Delete a group

1. Go to **Settings**, then **Groups**, and open the group.
2. Under **Danger zone**, choose **Delete group**.
3. Type the group name to confirm.

Deleting a group removes it from every member. They lose the permissions they had through that group. This cannot be undone.

## Plan your groups

Create a group for each role that differs in what it sees, what it may change, or what it may administer. "Technician" and "Bookkeeper" are groups. "People who prefer the board view" is not a group. That is a [view](/docs/views).

For each group, write down:

- its name and who belongs in it,
- the [access filters](/docs/base-views) it is routed to,
- the [folders](/docs/folders) it can open,
- any organization permissions it needs beyond working in those screens.

## Related

  - [Access](/docs/access): Give groups access to folders, views and tables.
  - [Access filters](/docs/base-views): Route groups to the rows they should see.
  - [Quickstart](/docs/quickstart): Invite your first teammate.

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Source: https://community.sapugo.app/docs/groups