How to Manage Users, Groups, and Permissions


With the Member Manager, you can add new users and manage their permissions and roles.


You can also organize them into groups or teams and manage group permissions. Additionally, you can control access of users and groups to content in your knowledge bases.


There are the following ways to manage your knowledge base members:


 How to Add and Manage Users


The first method is to add new users to the Knowledge Base account. Learn How to Add, Edit, and Delete a User in the Knowledge Base.


You can assign roles such as contributor, editor, administrator, and control, which help sites the user can or cannot access.


Add a new user and define their role


How to Create and Manage groups


Step 1: Go to the Users section under settings and click on the Groups Tab. Click New Group to create a new group.


Create a group


Note: If you don't already have a group, Click First Group to begin. 


Create your first group

Step 2. When you click the create group button, a pop-up will load up. Enter the name of the group and click Next.


Enter the group name and click Next

Step 3: Assign a group admin. Then, click Next.


Select a group admin and proceed


Step 4: Select users to add to this group and assign a common role from the dropdown.


Note: If a user's inherent role is a higher authority than the one assigned to him via group, then the inherent role's authority prevails. For instance, John Doe is an admin, but we assign the Editor role from the group settings for the sites you select in the next step. But, the admin role will supersede the Editor's role.


Select Users and define their role from the dropdown


Step 5: Check the site(s) the group members will handle and click Submit.


Select Sites and click Submit


You will see the following message on the screen. Click OK to proceed.


New Group Confirmation Message


Once you have completed and saved all the steps above, you can efficiently manage and collaborate with multiple writers and editors to create your knowledge base.


1) You can modify the group name by clicking Edit on the hover.

 2) You can click Users to do the following:

  • Assign a group admin
  • Add/remove user(s)
  • Assign roles to group members
  • Allow access to the site(s)


Edit a group


How to Manage Bulk Uploads


Step 1: In the Users and Roles window, click the downward arrow button corresponding to "+New User" and select "Upload from Excel."


upload from excel


Step 2: Upload the Excel file by clicking "Browse" and click the "Upload" button to complete the action.


add user window


Here's the sample Excel file to add multiple users to a website:


Bulk Upload users


To give a user access to your website, define the Access Site field with 1. The number 0 adds a user but does not give him access.


If you have multiple sites and want to provide access to users separately, add the users to groups, and provide access to the groups. An example template is given below. Group access will always override user access. The template below will add users to groups that handle different websites. Then, the defined users will be added to groups that can be given access as per requirement.


Bulk Upload users to Groups and assign roles to groups


How to Create a Group Admin


Step 1: From your ProProfs Knowledge Base dashboard, go to Settings >> Users.


Online knowledge base settings


Step 2: Click +New User.


Add user to knowledge base


Step 3: Fill in the required details and choose Group Admin from the Roles dropdown. 


Add user as admin


Step 4: Scroll down to the bottom and click Create to finish adding a new user.



Another way of assigning a group admin is, instead of adding a new user, you can follow these steps:


Step 2.1: Go to the Groups tab and click + New Group.


Add group in knowledge base


Step 2.2: Enter a group name and click Next.


Enter the group name


Step 2.3: Select a user as the group admin and click Next.


Select a group admin and proceed


Step 2.4: Add user(s) to the group and assign a role to group member(s). Click Next.


Select Users and define their role from the dropdown


Step 2.5: Select the help sites your users/group can access and submit.


Add users and groups in knowledge base


That is all about managing users, groups, and their roles-permissions.



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