User Groups let you organize several users who need access to the same forms.
When you add a user to a group, they automatically get the form permissions configured for that group. This makes administration easier when you have teams with similar roles or access needs.
For example, you can create a group for Supervisors, another for Technicians, and another for Administrators, and configure the forms each group can use.
📌 How do I create a user group?
To create a new group, you have two options: create it directly from DataScope, or do it in bulk by importing an Excel file.
Option 1: From DataScope
Go to Settings and Help > Users.
Click User Group > Create Group +
Select From DataScope.
Enter the name you want to give the group.
Select the users that will make up the group.
Select the forms the group will have.
Click Create.
Option 2: From Excel (bulk import)
If you need to create several groups at once, or assign many users to different groups in a single operation, you can do it by importing an Excel file:
Go to Settings and Help > Users.
Click User Group > Create Group +
Select From Excel.
Download the example file, it comes pre-filled with your account's current users, with the columns ID, Email, and Group.
Fill in the Group column with the name of the group you want to assign each user to. If you enter the name of a group that doesn't exist yet, it's created automatically. If you leave the cell blank, that user isn't assigned to any group. You can assign different groups to different users in the same file.
Upload the completed file back into DataScope.
This import only assigns users to groups, the forms each group will have access to need to be configured afterward, directly from DataScope.
Once created, the group will appear in your account's list of user groups.
What can you do with a group?
From the group's settings you can:
Change its name.
Modify the form permissions, adding or removing the forms its members will have access to.
Delete the group.
🔤 How do I sort user groups?
Next to the "User Groups" title there's a sort control that lets you sort the list alphabetically, useful in accounts with many groups, to find one without scrolling through the whole list.
The control has three states, which rotate with each click:
Sorts A to Z.
Sorts Z to A.
Returns the list to creation order.
The sort recognizes numbers (so "2. Afternoon shift" comes before "10. Contractors," with no need to write them as 01, 02, 03), doesn't distinguish between uppercase and accented characters, and Ñ sorts between N and O. It's also applied on top of search results, so you can filter and sort at the same time. The screen always opens in creation order; alphabetical order only applies when you use the control.
👥 How do I add users to a group?
You can add users individually or several at the same time.
Adding a user individually
Go to Settings and Help > Users.
Look for the user you want to add.
In the Actions column, select Add to group or Edit.
Select the group you want to add them to.
Save your changes.
You can also select a group when creating a new user.
Adding or removing several users
If you need to update several users at once, you can use Bulk Actions from the user list, to add or remove several users from a group without doing it one by one.
🔐 How do a group's permissions work?
Groups let you manage the form permissions of several users from one place.
For example, if you configure a group to have access to the forms "Safety Inspection" and "Maintenance Checklist," every user who belongs to that group will have access to those forms. If you later add another form to the group, users who belong to it will also gain access to that form.
Important: a user can belong to one or several groups, or to none.
📁 Group permissions and form folders
When a group has access to all the forms in a folder, DataScope treats that group as having access to the entire folder, not just the forms that were there at that moment. This has automatic consequences:
If you later move a new form into that folder, the group automatically gets access to that form.
If you remove a form from that folder, the group automatically loses access to that form.
This only applies when the group has access to all the forms in the folder. If the group only has access to some of them, adding a new form to the folder does not grant automatic access, it needs to be added manually.
Keep the following in mind about this behavior:
When you move a form into or out of a folder, a notice shows which groups (up to 5) and which users (up to 3) will automatically gain or lose access.
The "Remove from folder" option now asks for confirmation, since it's specifically the action that removes permissions.
On a group's permissions screen, if you check all the forms in a folder, the notice that you're granting access to the entire folder appears right away, while you're setting the permissions, not after saving.
Deleting a folder doesn't change group permissions: the forms that were in it keep the access they had.
⚠️ Users with groups and individual permissions
When a user belongs to one or more groups, their form permissions are managed through those groups, and they can't also have forms assigned individually at the same time.
If you need to assign form permissions individually, you can do so without adding them to a group.
That's why, before adding a user to a group, you should consider how you want to manage their form permissions.
💡 When is it a good idea to use groups?
Groups are especially useful when several users need access to the same forms. For example, a company with teams organized by area could set up:
Supervisors: supervision and audit forms.
Technicians: maintenance and inspection forms.
Operators: daily operation forms.
Instead of configuring each user's permissions individually, you can create a group for each team and manage their access from there.
📋 User groups and Tasks
Groups can also be used when creating Assigned Tasks. When creating a task, you can select one or more user groups to assign it to all their members, taking advantage of groups not just to manage form access, but also to organize your team's work.