You may have different events for different groups of people. For example, Managers may see manager training classes that are not available to individual contributors. Engineers may see different events than salespeople, and so on. Groups feature allows you to control the access to an event based on the person’s group membership.
Note that your administrators can toggle Groups feature via Settings / Feature Management. It also requires some custom Groups Integration work (see below).
Where do groups come from?
Each organization may have a different set of data that we can use to infer groups. Your company may have departments assigned to an employee as well as a flag that tells us whether the person is a manager. We use this information to create various group options. This is a custom piece of software we call Groups Integration.
For example, let’s say, via Groups Integration that uses Workday data at your company, we get departments such as Sales, Marketing, and Engineering as well as a flag for Manager or not. In that case, we’d create the following groups: Sales, Sales Managers, Marketing, Marketing Managers, Engineering, Engineering Managers, and Managers.
How we create the data for your organization is based on some custom integration that we create with your data. Everyone is slightly different.
Assigning Groups to people
What groups a person belongs to is automatic based on what we know about that person.
For example, when Charlie logs in via SSO and your Groups Integration tells us that he’s in the Engineering department and is a Manager, we add Charlie to the following groups:
- Engineering Managers
Note that neither Charlie nor anyone else can change this information. This is done automatically based on the Groups Integration at your organization.
Restricting access to events with Groups
You can specify what groups of people can access an event by listing the allowed groups. If there are no groups specified, it means the event is open to all. By specifying groups, you’re limiting the access to just those groups.
For example, if you have a class Engineering Bootcamp, you may want to limit it to just Engineering Managers by specifying that group.
Note that if you instead of Engineering Managers had granted access to Engineering and Managers groups, you would’ve allowed all engineers (managers or not) and all managers (in all departments) to see this event. That’s probably not what you had in mind.
Note also that by restricting an event, we make that event not discoverable for people who are not supposed to see them. If a person that is not part of allowed groups has a direct URL to a restricted event, that person cannot register for the event – the Enroll button is disabled. The person can contact the organizer and get them to directly enroll them via Roster (see the section below).
Power users (Admins, Organizers, and Event Presenters) can still see all the events, however, events with group restrictions show as [Restricted] in their name. Regular users do not see this label – to them the events they can see appear normal.
If a person not on an allowed group list is added to an event by an Organizer via Roster, that person is now granted access to this event which overrides the group restrictions.
Admins can toggle Groups feature via Settings / Feature Management. This feature toggle for groups is merely a UI hide/show toggle for the field in the Event Edit page. Events that have group restrictions applied to them will still have those restrictions applied in the feature if this feature is turned off and will still be filtered out if the user is not supposed to be seeing them. Thus, beware of activating and deactivating the feature for customers, as they might apply groups to events and won’t see the events anymore once the feature is turned off.
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