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User Groups

Suite

Customer Experience Employee Experience Strategy & Research

Product

Qualtrics

What's on this page

About User Groups

As a Brand Administrator, you can use groups to allow 2 or more users to share projects, graphics, files, and messages in libraries. Users within groups can also share contact lists in their Contacts page. Groups can include everyone in your organization, everyone in a specific division, or only specific users that you manually select.

Groups administration can only be accessed by Brand and Division Administrators in the Admin page.

Qtip: Once you create a group, a group library will automatically be created. If you’ve been newly added to a group, you may need to log out and back in to your account before you see the group library.

Qtip: Users can be added to multiple groups, and will see all the groups they are a part of within their library and Contacts page.

Creating New Groups

Navigate to the Admin page.

Choosing admin from the top-level navigation in the top-left of every page of the website

Select Groups.

Create a New Group button in top-right corner of Groups tab in the Admin page

Click Create a New Group.

Enter the Group Name.

add group name, type, availability, and division

Qtip: Your group name should not contain any special characters – this includes characters that are not numbers or the English alphabet.

Set who the group is available to.

Qtip: For this brandand For this division mean that all users in your organization or specified Division, respectively, will automatically be able to access the group content. No means an administrator will need to manually add specific individuals to the group.

Qtip: The Available to All Users permission also applies to Project Approval settings.

If a group has the Available to All Users permission set to For this brand, and this group is selected as the Approver group, then all users in the brand will appear in the Select approver list when publishing a survey.

If a group has the Available to All Users permission set to For this brand, and this group is selected as the Survey owner group, then all users in the brand will need approval before publishing a survey.

In contrast, if a group has the Available to All Users permission set to No, then only users in this group will appear as approvers or need their surveys approved.

Select the Group Type.

Qtip: The group type determines what group members are allowed to do with content owned by the group. In most cases, you can just use the default group type. If you’d like to restrict the group’s permissions, you can create a new group type.

Select a Division.

Click Save.

Manually Adding Users to a Group

If you haven’t made your group available to all users in your brand or a specific division, you will need to add users manually.

Qtip: If you have made your group brand- or division-wide but want specific users to have different permissions from general group members, you’ll need to add them manually as well. For information on setting different permissions for specific users, view Giving a User Additional Group Permissions below.

To add users to a Group

Navigate to the Admin page.

Select Groups.

The Add button in the Actions column of the Groups tab in the Admin page

To the right of the group name, click Add.

Search for the user you would like to add, and then select the applicable user.

First and Last Name search boxes in the Add User to Group menu

Qtip: You can select multiple users by holding Ctrl or Cmd when you click. To select 2 users and everyone in between, hold Shift and click the first and last user.

Click Add.

Giving a User Additional Group Permissions

Brand Administrators can edit the user’s group access permissions. This is useful if you want to give special access for a user to add and modify group content beyond that given to the other group members.

Example: You can allow only the head researcher to add surveys to the group library, whereas everyone else can just use surveys already there.

To modify a Group member’s permissions

Add the user to the group. This is necessary even if the group is available to all users.

Click on the name of the group.

Group name in the lefthand Name column in the Groups tab

Click Edit to the right of the user’s name.

Edit option in the Actions column next the individual user name

Click the checkboxes to set the permissions that will apply to this user.

Employee Insights tab in Edit Rights Within Group menu

Qtip: When a user is added manually to a group, the permissions selected will determine what the user is allowed to do with content owned by the group. These permissions will override the group type permissions for that user.

Click Save.

Group Types

Group types, similar to user types, are sets of permissions that determine what a user is allowed to do with content owned by a group. The group type permissions will apply to all group members, unless otherwise specified for an individual member.

To create a new Group Type

Navigate to the Admin page.

Select Group Types.

Create a New Group Type in the top-right corner of the Group Types tab in the Admin page

Click Create a New Group Type.

Name the group type and click the checkboxes to enable/disable permissions as desired.

Text box to name Group Type and Permissions checkboxes

Click Save.

Once saved, your group type will now be in your list of available group types. This list also includes all default group types.

To apply a Group Type

Navigate to the Admin page.

Select Groups.

Image showing how to navigate to the groups tab

Click the name of the group.

Select the Group Type from the dropdown menu.

Dropdown list for Group Type in the Edit Group menu

Click Save.

Deleting Groups or Group Types

To delete a group or group type, click Delete in the Actions column for the specific one you would like removed.

Option to Delete a Group Type in the righthand column called Actions

Using User Groups

To learn how to share a survey with a group, follow the steps on the Sharing a Project support page.

You can also copy surveys, graphics, files, and messages to group libraries. You can find these instructions on the Library page.

To find instructions on how to share a contact list with a group, navigate to the Sharing Lists section of our Searching, Sorting, & Organizing Mailing Lists & Samples page.

Creating an Organization Wide Library

It’s often useful to create an organization wide library for all of your Qualtrics users to share. Here, you can store assets for your users to use when building surveys. When setting up your organization wide library, you can limit which users can upload new content, while still giving all users access to the content in the library.

Qtip: To create an organization wide library, you must be a Brand Administrator.

Navigate to the Admin tab.

Go to Group Types.

the group types tab. the create a new group type button is on the right side

Click Create a New Group Type.

Give your group type a name.

In the Library Permissions section of the General tab, enable all permissions that begin with “Use Library” and disable all permissions that begin with “Manage Library”.

setting up the permissions for the group type. the "use library" permissions are enabled while the "manage library" permissions are disabled.

Click Save.

Navigate to the Groups tab.

the groups tab. the create a new group button is on the right side

Click Create a New Group.

Give your group a name. This is the name that your users will see when selecting the group library.

creating a new group by giving the group a name, choosing which users have access, and choosing a group type

Select For this brand for the Available to All Users field.

Select the Group Type you created earlier.

Click Save.

To add users to manage the library content (i.e. users who can add and remove group content), go to your newly created group and click Add.

the add button for adding users to a group

Search for users by first name or last name.

Select the user(s) you want to manage group content.

Click Add.

Click your group name.

the groups tab with our newly created group visible

Click Edit next to one of the users in your group.

the edit button for editing the permissions of a user within a group

In the Library Permissions section of the General tab, enable the “Manage Library” permissions. These permissions allow the user to upload and remove content from the library.

the manage library permissions are enabled

Click Save.

Repeat steps 18 through 20 for all users in the group.

When finished, click Save.

With the above setup, the group library is available to everyone in your organization, but only a limited set of users can actually upload content to the library. However, any user in your license can make use of the content uploaded to the library.

Best Practices

Some examples of practical user groups are:

Instances where you would like users to share projects, graphics, files, and messages in libraries
Create an organization wide library for collaboration across all of your users
Organization wide libraries are excellent for certain applications; however, having groups that are specialized for various teams prevents everyone from seeing everything & can allow for a more structured & organized program

When building groups, keep in mind these important considerations:

Groups are not intended to be used for user permission control outside the scope of a given project/collaboration effort, for that user types would be recommended
If everyone is leveraging the global library for all tasks/storage purposes it can become cluttered and difficult to navigate

FAQs

What does this permission mean?

You can check out our page on User, Group, & Division Permissions to get an exact description of each permission’s function.

Once you're on the User, Group, & Division Permissions page, perform a page search to quickly find the permission you're interested in. To perform a page search, press Cmd + F on Mac or Ctrl +F on PC.

I noticed a specific permission is grayed out for a user; why can’t I give this user that specific permission?

Account permissions can be controlled on several different levels: the organization level, the Division level, and the User level. If a permission has been disabled on a higher level, the permission will appear grayed out on any subsequent lower levels. So if a permission appears grayed out on the User level, that means the permission has been disabled on either the organization or Division level. In order to enable that permission, the permission has to first be enabled on the higher level. Often, a feature is grayed out if you haven't purchased access. If after checking on a higher level you don't see the permission enabled, talk to your Account Executive to talk about purchasing this feature.

What is the difference between a Group and a Division?

Groups are used to facilitate content sharing (libraries, contact lists) between users. Divisions are used to divide users into mini organizations within your larger organization, allowing you to give each division its own permissions and administrators.

How do I edit a user?

Navigate to the Users tab, search for the user in question, and click on their username. This will open a menu where you can edit their account information and permissions.

For more information, visit the Managing Existing User Accounts section of the Creating and Managing Users support page.

To edit users, you must be a Brand Administrator. Reach out to your Brand Administrator if you need assistance.

How do I transfer ownership of a survey from one user to another?

If you would like to transfer all the surveys from one account to another, navigate to the Users tab, find the user you would like to transfer surveys from, and select Transfer Surveys on the right side.

If you would like to transfer only a specific survey between accounts, click on the username of the survey owner and select View Account Use Info. This will allow you to find the survey you would like to transfer; select Change Owner on the right side of the survey.

For more information, visit the Changing Project Ownership section of the Creating and Managing Users support page.

To transfer surveys between accounts, you must be a Brand Administrator. Reach out to your Brand Administrator if you need assistance.

Why isn't a user showing up when I try to manually add them to a group?

This can happen if your group is only available to a certain division, and the user you are trying to add is not within that division.

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User Groups

About User Groups

Creating New Groups

Manually Adding Users to a Group

To add users to a Group

Giving a User Additional Group Permissions

To modify a Group member’s permissions

Group Types

To create a new Group Type

To apply a Group Type

Deleting Groups or Group Types

Using User Groups

Creating an Organization Wide Library

Best Practices

FAQs

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