Run 8 → Add Users to Groups & Roles

Introduction

Now that you have some basic Resources located in your Test Track sandbox, it's time to:

  • Examine Role limitations & make updates
  • Refine the Resources available to your Groups
  • Add Users to Groups and (in some cases) Roles
    • Adding a new Users to a Group will Share with them all the Resources assigned to the Group
      • Do you need to make adjustments to your Groups?
    • Note: Share all of your Resources with Karl (karl@switchbase.com) for Certification purposes

1. Read All About → Roles

2. Examine your Test Track's Roles

Roles give permission to create and alter Resources → like Dashboards, Forms, Channels, Groups & More.

But, let's be honest; not everyone should have the authority to add Resoures, Users, Forms & Dashboards to YOUR Test Track's venu!

  • It's best practice to add Users to Roles very sparingly

  1. Open the Roles page

  2. Click Edit on your Role description → ex. Super Admin

  3. Notice that most (if not all) of the Privileges have been switched on

    • You’re looking at VIP-level access → reserved for Super Admins like you!
    • These are not powers you want to give every member of your team!

Upgrade the Basic User Role to Enable Chat (DMs) & Ask AI

For comparison purposes, look at the limited Basic User Role, which currently gives assigned Users the ability to create DMs on their own:

  1. Click Roles → and then select Edit on the Basic User Role

  2. Switch on the DM setting only

  3. Select ✓ Save Changes

  4. Click Roles again to view your new Basic Role in the Roles page

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6. Read About → Inviting New Users

Review → 7. Invite New Users in the Users & Roles article (1 min)

7. Try It → Add/Invite Four New Users & Add them to the Guest Services Group

  • Click Users from the Admin menu → and click Invite User

  1. In the Invite User box →

    • A. Enter the new User's Email address → ex. tango.scrappy.team@gmail.com
    • B. Provide a Display Name → ex. Tango
    • C. Optional: Check a Role for Tango giving → ex. Basic DM Privileges **
    • D. Add a Group → ex. Guest Services
    • E. Leave 'Send notification email' checked to send an email invite →
      • Uncheck to avoid sending the email
    • F. Click Invite User

  2. Invite a second User →

    • A. Email: sierra.scrappy.team@gmail.com
    • B. Display Name: Sierra
    • C. Role: Basic DM Privileges
    • D. Group: Guest Services
    • E. Leave Send notification email checked
    • F. Click Invite user

  3. Invite the third User →

    • A. Email: delta.scrappy.team@gmail.com
    • B. Display Name: Delta
    • C. Role: None
    • D. Group: Guest Services
    • E. Leave Send notification email checked
    • F. Click Invite user

  4. Invite a fourth User →

    • A. Email: ward.scrappy.team@gmail.com
    • B. Display Name: Ward
    • C. Role: None
    • D. Group: Guest Services
    • E. Leave Send notification email checked
    • F. Click Invite user