Groups help admins manage access at scale by assigning roles and visibility to a set of users at once.
Groups can be created manually or synced from an identity provider (such as Entra).
Groups are available by default. To get started, please contact your CSM or the WorkBoard Support team to have the Groups & Roles Admin role granted to the relevant user in your organization.
Create a Manual Group
What you need
Groups & Roles Admin access in WorkBoard
Step 1: Start a new group
Go to Admin Tools → Org Management → Groups
Click New Group
Enter:
Group Name
Description (optional)
Step 2: Add users
Click Add Users and choose how to add them: Search and filter or Paste user UIDs.
Search and filter
Add people one by one, or use advanced filters to add everyone who matches a set of user attributes, such as region, country, language skills, etc.
Select Add Users → Search and filter
To add specific people, search by name or email and check the box next to each person
To add people by attribute, click Advanced filters, then:
Choose a user attribute (for example, Language Skills)
Choose a condition (for example, contains or is)
Enter or select a value (for example, Spanish)
Click Add filter to add more criteria. Filters are combined with AND, so users must match every filter.
Click Select all [number] matching users, or check the people you want
Click Save
Note: Any attribute you want to filter by, such as Job Function or Level, must be provisioned as a custom attribute on user profiles in WorkBoard via API or SCIM. See the WorkBoard SCIM API reference.
A group created with advanced filters keeps those filters, so you can sync it later as people's profiles change (see Sync a Group Created with Advanced Filters below).
Paste user UIDs
Build the group from a list of people you already have as users. WorkBoard user’s IDs (UIDs) can be downloaded from the Admin tool when exporting an organization’s users to excel
Select Add Users → Paste user UIDs
Paste the WorkBoard user IDs (UIDs). Separate them with commas or put each on its own line, for example: 1062389, 1062299, 1062287
Review the results. Each UID is checked against WorkBoard records, and any that don't match are highlighted in red so you can edit or skip them.
Click Add users
Where to find UIDs: Download them from Admin Tools by exporting your organization's users to Excel. You can also export an existing group's members to .csv, which includes each member's UID.
Step 3: Save the group
Click Save. Users immediately inherit all roles assigned to the group.
Sync a Group Created with Advanced Filters
Syncing applies to groups that were created, and saved, with advanced filters. As user profiles change, new people may start to match those filters and existing members may stop matching. Syncing brings the group back in line with its filters.
What you need to know
Groups don't sync on their own yet. Run a sync to add people who now match the criteria and remove people who no longer match. Live sync is planned.
Before you sync, WorkBoard shows how many people will be added and removed, so you can decide if it's worth running.
Syncing adds everyone who matches the filters, including anyone you removed by hand earlier.
Users added under an earlier set of filters stay in the group and are not affected.
To sync a group
Go to Admin Tools → Org Management → Groups
Click the 3-dot menu (⋮) and select Sync users. You can also open the group and click Sync users.
Review the group's filters and the two lists:
Users to add — people who now match the filters. Uncheck anyone you don't want to add.
Users to remove — people in the group who no longer match the filters.
Click Add users (the button shows the number of changes, for example Add 2 users)
Click Save in the group. Nothing changes until you save.
3-dot menu (⋮) next to a group:
Sync users — update membership to match the group's filters
Export — download the member list as a .csv file
Edit — change the group's details, users and roles
Delete — remove a manual group
Edit a Group
Go to Admin Tools → Org Management → Groups
Find the group
Click the 3-dot menu (⋮)
Select Edit
From here you can:
Update name and description (manual groups only)
Search the users already in the group
Add or remove users (manual groups only)
Sync users with the group's filters
Export the member list
Assign or remove roles
Modify scope settings for assigned roles
Note: Groups synced from Entra are read-only. Membership and naming must be managed in the identity provider.
Export Group Members
You can download the list of group members as a .csv file. The file includes details about each member and their WorkBoard user ID (UID).
Go to Admin Tools → Org Management → Groups
Click the 3-dot menu (⋮) next to the group and select Export. You can also open the group and click Export.
The UIDs in the export can be reused to build another group with Paste user UIDs.
Delete a Manual Group
Go to Admin Tools → Org Management → Groups
Click the 3-dot menu (⋮)
Select Delete
Confirm
Deleting a group:
Removes all role assignments attached to the group
Removes all scoped visibility granted through that group
Immediately recalculates access for affected users
Only manual groups can be deleted. Synced groups must be removed from the identity provider.
What Happens When a User Is in Multiple Groups
If a user belongs to multiple groups:
They inherit all roles assigned to those groups.
Permissions are combined (union model).
If any assigned role grants access, the user receives access.
This allows flexible and scalable permission management across large organizations.