How to Manage Users, Groups, & Their Roles-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:

• Method 1- Add and manage users
• Method 2- Create and manage groups 
• Method 3- How to Manage Bulk Uploads
• Method 4- Create a Group Admin

 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.

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.

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

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

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

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

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

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)

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."

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

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

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.

How to Create a Group Admin

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

Step 2: Click +New User.

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

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.

Step 2.2: Enter a group name and click Next.

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

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

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

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