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Summary

The Groups screen in the RAY admin portal manages groups of users. A group is a named set of users, for example the residents of one tower, the employees of one company or the members of a gym. Groups are chosen as the audience of features, spaces, events and other content, so that only the group’s users see them. A group can contain other groups (Sub-Groups): users of a sub-group also belong to the parent group. Some users of a group can be marked as the group’s Managers.

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Where to find the Groups screen

  • Menu: Directory → Groups (Arabic: الدليل ← المجموعات)
  • Clicking a group in the list opens the group’s detail page, with the tabs Users and Sub-Groups.
  • Import and Export are in the ⋮ (more) menu at the top of the Groups list.

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Who can access the Groups screen

The Groups menu entry is shown only to users with an Admin role that includes the user management feature. The same feature also shows Directory → Users. See Roles and permissions.

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Groups list columns

The list can be filtered by Name.

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Group fields

The group detail page also shows Managers, Users and Sub-Groups as read-only counts.

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How to create a group

  1. Open Directory → Groups.
  2. Click Add.
  3. Enter the Name.
  4. Click Save.
The portal opens the new group’s detail page, where users and sub-groups are added.

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How to rename a group

  1. Open Directory → Groups.
  2. Click Edit in the group’s row, or open the group and edit its title at the top of the group detail page.
  3. Change the Name and click Save.

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How to delete a group

  1. Open Directory → Groups.
  2. Click Delete in the group’s row.
  3. Confirm the deletion.

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Groups created automatically by RAY

RAY creates some groups itself, for example the group linked to each location in Administration → Multi Location Setup. These automatic groups:
  • cannot be deleted (no Delete in their row);
  • cannot be renamed on the group detail page;
  • can have users and sub-groups added or removed, and can be renamed from the list, only while Global is selected in the location selector of the portal header.

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Group Users tab

The Users tab of a group lists its users with the columns Name, Email, Phone Number and Type (Member or Manager). Two filters change the list:
  • Direct Users Only: only users added to this group directly, not users who belong through a sub-group.
  • Managers: only the group’s managers.

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How to add users to a group

  1. Open the group from Directory → Groups.
  2. In the Users tab, click Add.
  3. Select one or more users.
  4. Click Save.
Users can also be added one group at a time from the user’s own Groups tab. See User detail tabs.

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How to make a user a group manager

  1. Open the group and stay in the Users tab.
  2. Apply the Direct Users Only or Managers filter.
  3. Click the user’s Type tag (Member) and choose Manager.
To turn a manager back into a member, choose Member the same way. The Type tag can be changed only while one of the two filters is applied.

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How to remove a user from a group

  1. Open the group and apply the Direct Users Only or Managers filter in the Users tab.
  2. Click Unassign on the user’s row.
  3. Confirm with Unassign.

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Group Sub-Groups tab

The Sub-Groups tab lists the groups inside this group by Name. Clicking a name opens that group.

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How to add a sub-group

  1. Open the parent group from Directory → Groups.
  2. Open the Sub-Groups tab and click Add.
  3. In the Add Sub-Group dialog, choose one or more groups in Sub-Groups.
  4. Click Save.
To take a sub-group out of the parent group, click Unlink on its row and confirm. The sub-group itself is not deleted.

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How to import group members

Import (in the ⋮ menu) opens Import Associations, which adds many users to groups from a spreadsheet.
  1. Open Directory → Groups, open the ⋮ menu and choose Import.
  2. Download the Import Associations Template, fill it in and upload it.
The portal notes: “The import might take some time. After it is completed all users will be added in the corresponding groups.”

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Common questions about Groups

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Why can’t I see the Groups menu?

The Groups menu is hidden when none of your roles is an Admin role with the user management feature. Ask an administrator with access to Administration → Roles & Permissions to add that feature to your role.

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Why is there no Delete button for some groups?

Groups that RAY creates automatically, such as the groups linked to locations, cannot be deleted.

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Why can’t I add users to a location’s group?

Location groups are created by RAY. Their users and sub-groups can be changed only while Global is selected in the location selector of the portal header.

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Why can’t I change a user’s type in a group?

The Type tag becomes clickable only after applying the Direct Users Only or Managers filter in the group’s Users tab.

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Does a user in a sub-group also belong to the parent group?

Yes. The parent group’s Users tab shows them when Direct Users Only is not applied, and the user’s own Groups tab shows the parent group when Direct Groups Only is cleared.