About user groups
User groups are an excellent way for you to club users into groups based on various unifying factors like roles, profiles, or other user-specific attributes. When a group is created for a particular role or profile, newly added users belonging to that role or profile will automatically get added to the respective group. Learn how to create user groups.
Zoho Sprints has Client and Vendor options to add external users to your workspace. These users come with restricted accessibility to data in the application owing to the fact that they are third party users. User groups get created when a new client or vendor company is added. All users belonging to that company will fall under the respective group.
Availability: Premier, Enterprise and Zoho One plan
Example
Let's assume you are a software development firm catering to a niche vertical like healthcare. Your clients are healthcare providers and you develop hospital registry, appointment scheduling, record maintenance, and billing software. You run your development and deployment activities using Zoho Sprints. Your users will include developers, web designers, copy writers, QA specialists, project managers, customer relationship managers, sales and support agents, and more. You can create roles for these positions and create the equivalent groups to house the users of those roles. Similarly, the healthcare providing firms can be added as client companies and the respective representatives of those firms will be added to those user groups based on the companies.
Benefits
- You can easily get the attention of multiple users by simply mentioning the group name.
- You can assign items, sprints, and projects to user groups. All users belonging to an assigned group will automatically get access to the respective item, sprint, or project. All notifications relating to the item, sprint, or project will be sent to the user group alias.
- You can mention the user groups in the Feed while posting a status or making an announcement. All the users of the group will be instantly notified.
- Similarly, you can mention the groups in the comments and in chat conversations.
Feature behaviour
- Notifications will be sent only to the address specified as email alias and not to individual users in that group.
- You will not be able to associate projects to a user group with Profile as Group type.
- When you associate a user group to a project, even users who are not part of the project will get added to it automatically. The same is applicable to sprints. When you associate a user group to a sprint, even users who are not part of the sprint will get added to it automatically.
- You cannot delete users who are added through User groups. You need to dissociate that user group from the sprint and project to remove users of that group.