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Users in Groups

2 min read

Groups help you manage access for several users at once. Instead of assigning the same project role to each person individually, you can add users to a group and give the group access to projects.

When a group has access to a project, users in that group inherit the group’s project role.

How Group Access Works

Section titled “How Group Access Works”

A group can have:

  • A name and description
  • One or more users
  • One or more project assignments
  • A project role for each assigned project

Users inherit project access from every group they belong to. A user can also have direct project access at the same time.

Add Users While Creating a Group

Section titled “Add Users While Creating a Group”

To add users during group creation:

  1. Open the workspace Groups page
  2. Click Create Group
  3. Enter a group name
  4. Add an optional description
  5. Select users in Add Users to Group
  6. Add project access and roles as needed
  7. Click Create Group

The user picker includes Select All for quickly adding all eligible users.

Workspace users with the Viewer role are not available for group membership.

Add or Remove Users from an Existing Group

Section titled “Add or Remove Users from an Existing Group”

To update group membership:

  1. Open the workspace Groups page
  2. Select a group
  3. Click Edit Group
  4. Use the Users section to add or remove users
  5. Apply the updates

Removing a user from a group removes only the access they inherited from that group. It does not delete the user from the workspace and does not remove direct project roles.

Manage a User’s Groups from User Details

Section titled “Manage a User’s Groups from User Details”

You can also update group membership from the workspace Users page.

To manage one user’s groups:

  1. Open the workspace Users page
  2. Select the user
  3. Click Edit
  4. Open the Groups section
  5. Add or remove groups
  6. Apply the updates

This is useful when you need to review one person’s overall access.

Project Access Through Groups

Section titled “Project Access Through Groups”

Groups can be assigned to projects with project roles.

When a group is assigned to a project:

  • Every user in the group inherits that project role
  • The inherited role appears in project user views
  • Changing the group role updates inherited access for group members
  • Removing the project from the group removes that inherited access

Inherited access may keep a user in a project even after their direct project role is removed.

Workspace Viewer Restriction

Section titled “Workspace Viewer Restriction”

Workspace users with the Viewer role cannot be added to groups.

If a user’s workspace role is changed to Viewer, Hawzu warns that their group memberships and project assignments will be removed before the update is applied.

Best Practices

Section titled “Best Practices”
  • Use groups for teams that need the same project access
  • Keep group names clear, such as QA Team or Release Managers
  • Review group membership when team responsibilities change
  • Use direct project roles for exceptions
  • Check inherited roles before removing project access

Next Steps

Section titled “Next Steps”