Groups

Overview

Groups help you manage user access efficiently, especially in organizations with many users, multiple teams, or various workspaces. Instead of updating each user individually, Groups provide a simpler way to assign permissions. They are most effective when several users require the same type of access. By using a Group, you can define the access level once and apply it to multiple users simultaneously.

Groups vs Roles

This is the easiest way to think about it:

• Roles define what a user can do
• Groups apply those roles to multiple users

In other words, Roles define permissions, while Groups help you assign those permissions more efficiently. Therefore, a user can belong to one group, multiple groups, or no group at all.

Why use Groups?

Use Groups to:

• Assign the same role to multiple users at once
• Match user access to your company’s structure
• Reduce manual permission changes
• Keep access rules easier to understand and maintain as your account grows

Recommended setup for large organizations

For most Enterprise accounts, we recommend this setup:

1. Create one group for each common role or responsibility in your organization.
2. Set a Primary Workspace for each user.
3. Add each user to the group that matches their role.
4. Let the group assign the correct role automatically to the user’s Primary Workspace.
5. Use explicit workspace access only for exceptions.

ℹ️This setup keeps your account easier to manage and makes access rules more consistent.

How Groups fit your company structure

Before you create Groups, decide which roles your users need. You can use Yodeck’s predefined roles or create custom roles with the exact permissions your team requires. Once you know which roles you want to assign, create a group for each role or access policy.

ℹ️If you use workspaces, we recommend assigning roles through each user’s Primary Workspace. This gives you better visibility, cleaner access control, and a setup that scales more easily. After that, add users to the appropriate groups.

Types of Groups

Yodeck includes two main types of Groups:

• System Managed groups
• Predefined groups

Some groups are built into Yodeck and have fixed behavior. Others are included as a starting point and can be customized to match your organization.

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System Managed groups

System Managed groups are required by the platform and always exist in the account.

Group name	Description
All Users	Includes all users in your account. You can use it to grant some access rights to everyone.
Global Admins	Gives unlimited access to everything in the account except Billing.
Billing Access	Gives access to invoices, subscription changes, payment methods, and related billing settings.
Template Managers	Allows members to create, edit, and delete Branded Templates.

The “Account Owner” is automatically included in the “Global Admins” Group!

The ‘Account Owner‘ is automatically included in the ‘Global Admins‘ group and cannot be removed.

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Predefined groups

These groups come preconfigured in every new Enterprise account. Unlike System Managed groups, you can customize them.

Group name	Description
Workspace Admins	Full access to the workspace’s content and screens, and can publish content. On the Enterprise plan, they can also manage users at the workspace level.
Content & Device Managers	Full access to the workspace’s content and screens, and can publish content.
Content Managers	Full access to workspace content, can publish content, and can change screen content, but cannot change screen configuration.
Restricted Content Managers	Full access to workspace content, but cannot publish content.
Content Viewers	Can only view the workspace’s content.

What you can edit in each default group

Group	Deletable	Change Group name	Change Group color	Set workspace roles	Add/remove members	Who can assign
All Users	No	No	No	Yes	Automatic	Global Admins only
Global Admins	No	No	No	No	Yes	Global Admins only
Billing Access	No	No	No	No	Yes	Global Admins only
Template Managers	No	No	No	No	Yes	Global Admins only
Workspace Admins	Yes	Yes	Yes	Yes	Yes	Yes
Content & Device Managers	Yes	Yes	Yes	Yes	Yes	Yes
Content Managers	Yes	Yes	Yes	Yes	Yes	Yes
Restricted Content Managers	Yes	Yes	Yes	Yes	Yes	Yes
Content Viewers	Yes	Yes	Yes	Yes	Yes	Yes

Create a new Group

Create a new group when the default groups do not match how your organization works.

When you create a group, you can define:

Add members to a Group

To add users to a group, navigate to and click the profile picture button > Account Settings > and locate the Groups option to select it:

Group Permissions

Groups can assign permissions in two ways:

• On Primary Workspace
• On Other Workspace

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On Primary Workspace

This is the recommended way to assign permissions in organizations that use workspaces.

Instead of assigning a role to one fixed workspace, the group assigns a role to each member’s Primary Workspace. This means the same group can apply the same role to different users, even when those users belong to different workspaces.

If you want that role to also apply to workspaces below the Primary Workspace, enable Sub Workspaces. The role will then cascade to all sub-workspaces under that user’s Primary Workspace.

💡You can check the example below by clicking on it:

Example: using Primary Workspace

Let’s say:

• User A is a Content Manager in the Boston workspace
• User B is a Content Manager in the New Orleans workspace
• User C is a Content Manager in the Los Angeles workspace

Instead of creating separate permission rules for each user, you can:

1. Use the predefined Content Managers group.
2. Set each user’s Primary Workspace.
3. Add all three users to the same group.

The group will automatically assign the Content Manager role to each user in their own Primary Workspace.

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Why use Primary Workspace?

Using Groups with a Primary Workspace makes access easier to manage because you can:

• Apply permissions more consistently
• Understand a user’s access more easily from the Users page
• Reduce one-off permission changes
• Keep your setup simpler as your account grows
• Still handle exceptions with explicit workspace access when needed

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On Other Workspace

Use this option when you want all members of a group to have a role on a specific workspace that is not their Primary Workspace.

This is useful when users need shared access outside their usual branch or hierarchy. If needed, you can also enable Sub Workspaces so the assigned role applies to the selected workspace and all of its sub-workspaces.

💡You can check the examples below by clicking on them to reveal them:

Example: assigning access to a parent workspace and its sub-workspaces

Suppose you want all users in a group to have the Restricted Content Manager role on all workspaces under France.

In that case, assign the role on the France workspace and enable Sub Workspaces. All group members will then receive that role across the France branch of your workspace hierarchy.

Practical example: shared workspaces

Imagine you have a shared workspace for a cross-regional team. Users from Athens and Atlanta both need access to upload and manage content there, even though that workspace is not part of their own branch.

In this case, use On Other Workspace to assign the required role to that shared workspace at the group level.

Best practices

To keep your setup simple and scalable:

1. Build your workspace structure so it reflects your organization.
2. Create one group per common responsibility.
3. Assign users to groups based on their Primary Workspace.
4. Enable Sub Workspaces when access should cascade downward.
5. Use explicit access only for exceptions.
6. Review your setup regularly.

💡Avoid relying too much on explicit access for many users. It works well for exceptions, but it becomes harder to manage as your account grows.

Groups and SSO (SAML 2.0)

Groups can also work with Single Sign-On (SAML 2.0).

Manage Groups through the API

If your organization uses automated provisioning, you can also manage Groups through the Yodeck API.

Available endpoints include:

• /v2/groups for Groups
• /v2/users for Users
• /v2/roles for Roles

These endpoints can help you automate onboarding, group management, and role assignment.

F.A.Q.s

Got questions? We’ve got answers! This section addresses common questions about the Yodeck Groups.

Need Help?

The Yodeck Support Team can help you out! Log in to your Yodeck account and send us a message from the bottom right corner!