Groups – Community Engagement

Groups are collections of WCM users used to assign viewing, editing, and sharing permissions in bulk — create and manage them in USERS & GROUPS > Groups, and organize them into categories for easier management.

💡Quick answers

What are groups used for in WCM? Assigning viewing, editing, and sharing permissions to many users at once — including Broadcast E-Alerts distribution and PassKey access.
How do I create a group? In Site Manager, go to USERS & GROUPS > Groups > New Group, enter a name and optional code and category, and save.
Can I import groups in bulk? Yes — create a CSV with Group Name and Group Category ID columns and use Import Groups to add all groups at once.
How do I add users to a group? Either individually (via the user's account > Groups > Assign Group) or in bulk via CSV using Mass Assign Users in the Groups workspace.
What are group categories? An optional layer for organizing groups into broader collections — useful for managing groups by school level or department.

Groups workspace

Groups are created and managed in the Groups workspace.

To access the Groups workspace, open the Site Manager and select USERS & GROUPS. Select Groups.

By default, you start in the Groups tab where you view, create, and manage groups.

Video: Groups workspace overview

Video: Groups workspace overview demonstrates how to navigate the Groups Workspace, set viewers, filter groups, create group categories, and define a group code

Create a group

From Site Manager select USERS & GROUPS.
Select Groups.
Select New Group.
Type a Group Name.
Optionally, type a Group Code.
Optionally, select a group category from the Category menu.
Select Save.

Import groups

Create an CSV file and import many groups all at once.

From Site Manager select USERS & GROUPS.
Select Groups.
Select Import Groups.
Select Import.
1. A link to a sample CSV file is available here to access, complete, and save.
2. Mandatory fields are Group Name and Group Category ID.
3. Once completed and saved:
Browse and select your completed CSV file.
* Only Group Name and Group Category ID are required fields. You can add additional fields.
Select Open.
Select Import.

Edit groups

From Site Manager select USERS & GROUPS.
Select Groups.
Find the group you want to edit and select the name.
Make changes to the group.
Select Save.

Add users to groups

After you create groups, you can add users to them. You might need to do this if you didn't assign users to groups in previous imports.

Add a single user to a group

From Site Manager select USERS & GROUPS.
Select Users.
Select the name of the user you want to add.
Select Groups.
Select Assign Group and search for the group you want to add the user to. Select as many groups as you want.
Select Add.
Select Save.

Add many users to a group

Create an CSV file and add many users to a group all at once. In the CSV file, map a user code to a group code to identify what users go to what groups. You can do only one map per row.

* You can also add users to more than one group.

From Site Manager select USERS & GROUPS.
Select Groups.
Select Mass Assign Users.
Select Import.
Browse and select your completed CSV file.
Only User Code and Group Code are required fields. You can add additional fields
Select Open.
Select Import.

Assign privileges to groups

Use passports, privileges, and roles to set what your groups can and can't do.

Remove users from groups

From Site Manager select USERS & GROUPS.
Select Users.
Find the user you want to edit and select their name.
Select Groups.
Select Remove for the group you want to remove.
Select Yes to confirm.
Select Save.

Delete groups

Select Delete by a group on the Groups workspace to delete the account.

Group categories

Groups can also be grouped into categories. This makes it easier to manage your groups.

For example, you might create a high school category and assign that category to groups of high school teachers, high school staff, high school students, and the high school students' parents.

Create a category

From Site Manager select USERS & GROUPS.
Select Groups.
Select Categories.
Select New Category.
Type the Category Name.
Select Save.

Edit a category

From Site Manager select USERS & GROUPS.
Select Groups.
Select Categories.
Find the category you want to edit and select the name.
Make changes to the category.
Select Save.

Add a group to a category

After you create categories, you can add groups to them.

From Site Manager select USERS & GROUPS.
Select Groups.
Find the group you want and select the name.
Select the category you want from the Category menu.
Select Save.