# User Groups

Source: https://docs.astalty.com.au/guide/settings/users-settings/user-groups

> Define how your business is structured using user groups.

User Groups allow you to define how your business is structured and the groups of users that make up your business. Astalty keeps several predefined **reserved** groups up to date for you: four that follow a user's role, plus one that covers everyone.

User Groups can be managed in the [Users settings page](https://app.astalty.com.au/settings/users).

## When to Use User Groups

User Groups can select recipients for supported automated notifications and group conversations in Chat.

They can also scope required User Records, qualification requirements, and supported note or task visibility rules. Membership in a User Group does not by itself grant access to a page or record.

## Reserved User Groups

### All Users

The **All Users** group contains everyone in your organisation: Admins, Managers, Team Members and Support Workers. Users are added to it automatically and cannot be removed by hand, so it is the group to pick when you mean everyone.

> **All Users Includes Support Workers**
>
> Because All Users includes your Support Workers, anything you point at this group reaches your whole organisation. Choose it deliberately rather than as a default.

Auditors are the one exception. They are left out of All Users and are not added to any reserved group.

Most notifications cannot be sent to Support Workers as a group, so the **All Users** and **Support Worker** groups are not offered as recipients. You can select them for organisation-wide Birthday, Team Member Birthday and Staff Milestone notifications. You can also notify an individual Support Worker directly by selecting them under **Users**.

### User Groups for Roles

#### Admin

The Admin user group will be automatically assigned whenever a user is given the Admin role.

#### Manager

The Manager user group will be automatically assigned whenever a user is given the Manager role.

#### Team Member

The Team Member user group covers users with the **Team Member role only**. Admins and Managers are not included. Each of those roles has its own group.

> **Team Member No Longer Means Everyone**
>
> Team Member used to include Admins and Managers as well, so it was often used as a stand-in for "everyone". It now means exactly what its name says. To reach your Admins, Managers and Team Members, select the three groups together; to reach your whole organisation, select **All Users**.

#### Support Worker

The Support Worker user group will be automatically assigned whenever a user is invited as a Support Worker.

### User Groups for Teams

If you are utilising [Teams](https://docs.astalty.com.au/guide/settings/users-settings/teams) in Astalty a *reserved* User Group will be created for each team. When you assign a user to a team, they will also be part of the matching User Group.

## Creating User Groups

To create a User Group, navigate to the [Users settings page](https://app.astalty.com.au/settings/users).

Select **Create User Group** and enter the name of the group. You cannot use a name that is already in use or a name reserved by Astalty, such as **All Users**.

![The Users settings page, reached from Settings in the main menu and Users in the settings menu, with the Create User Group button on the User Groups panel highlighted.](https://docs.astalty.com.au/assets/createusergroups.png)

## Updating User Groups

To update a User Group navigate to the [Users settings page](https://app.astalty.com.au/settings/users).

Click the 3 dots next to the User Group and click **Edit**. From there you can rename the group and change its **Members**, then click **Update** to save both at once.

![The User Groups panel on the Users settings page, with the menu beside a non-reserved group open and its Edit option highlighted. Reserved groups show a Reserved badge and no menu.](https://docs.astalty.com.au/assets/user-group-edit.png)

> **Reserved User Groups cannot be edited**
>
> If a User Group is marked as **reserved**, it cannot be edited or deleted.

## Adding a User to a User Group

> **Set User Groups When You Invite Someone**
>
> You do not have to wait until a user has accepted their invite. The invite form has a **User Groups** section so you can add a new user to your groups as you invite them. See [Inviting Users](https://docs.astalty.com.au/guide/users/inviting-users#user-groups).

Membership can be edited from either the group itself or the user's profile.

### From the User Group

Quicker when you are adding or removing several people.

1. Navigate to the [Users settings page](https://app.astalty.com.au/settings/users).
2. Click the 3 dots next to the User Group and click **Edit**.
3. Search the **Members** field and select each user you want in the group. Each member shows as a chip. Select the **x** on one to remove that user from the group.
4. Click **Update**.

![The Update User Group drawer for the Clinical Care group, with two members selected as chips in the Members field](https://docs.astalty.com.au/assets/user-group-update-members.png)

> **Deactivated Users Keep Their Groups**
>
> **Members** only lists active, invited and restricted staff, and the **Users count** column counts the same people. A deactivated user stays in every group they already belonged to and is not removed by an edit here. Reactivate them and they reappear in **Members**.

### From the User's Profile

Quicker when you are putting one person into several groups.

- From the left-hand menu, navigate to [Users](https://app.astalty.com.au/users).
- Select the user you want to add to a group.
- On their profile, scroll down to the **User Groups** section.
- Click **Edit**.

![A User profile with the Edit button on the User Groups panel highlighted. The panel lists the groups the user already belongs to.](https://docs.astalty.com.au/assets/cleanshot-2026-04-22-at-12.09.46@2x.png)

- Tick the checkbox next to the group you want to add the user to. You can select multiple groups at once.
- Click **Update User** to save the changes.

![The Update User drawer with a list of groups under Select Groups, the Team Chat checkbox ticked and highlighted, and the Update User button highlighted.](https://docs.astalty.com.au/assets/updateuserchat.png)

The user is now a member of the group and is included in notifications or Chat channels configured for that group.

## Deleting User Groups

To delete a User Group, navigate to the [Users settings page](https://app.astalty.com.au/settings/users).

Open the menu beside the User Group and select **Edit**. In the edit drawer, select **Delete**, enter the User Group name to confirm, then permanently delete it.

Deleting a custom User Group removes its membership links and deletes qualification requirements assigned to that group. Review workflows that refer to the group before deleting it.

**If a User Group is marked as reserved, it cannot be edited or deleted.**