System Settings: User Groups and Permissions

System Settings: User Groups and Permissions

User groups make it easier to give people the access they need without managing every user individually. In Vibe, administrators can create and organize user groups, then add individual users to those groups.
  1. Administrators can organise users by team, location or responsibility, then assign permissions to the relevant content and screens.
  2. A user can belong to more than one group.
  3. Groups can also be activated or deactivated as responsibilities change.
Idea
Pre-planning goes a long way: Create groups around shared responsibilities and use clear names, such as "General Content Editors" or "Branch Managers", or "AU Team".
Take care with licence permissions: if no groups are assigned, the licence is accessible to all authorised users on your site.

Warning
If no groups are assigned to a license, it assumes public permissions. This means that everyone (within your Vibe environment) has access. For example: The "NZ Team" could post content to the "AU Team" playlist.


Creating a New Group

  1. In the Vibe portal, navigate to Groups and Roles from the dashboard.



  2. Click the New Group button



  3. Enter the Details of your new group:
    1. Group Name: a short descriptive name
    2. Description: a brief note about the group’s purpose for future reference



    3. Users: select the users who should belong to this group by checking the boxes next to their names.
    4. Copy Permissions From:
      1. Select another group that should have same permission, if relevant.
      2. If no other groups are selected, the new group will have basic portal access permissions.

  4. Click SAVE

Editing an Existing Group

  1. Open Groups from Accounts & Access
  2. Click on the group you want to edit



  3. Edit Group Name or Description
  4. In the Users section, add or remove users by checking/unchecking boxes
  5. Update Status (Active / Inactive / Delete) to control whether the group is currently usable
  6. Click Save to apply the updates

Group Synchronization for SSO Sites

AlertBefore you begin Group Synchronization, complete the Integration Guide and set up Azure AD. This pre-step ensures your Vibe groups map correctly and SSO permissions sync seamlessly.
  1. Create groups in Azure AD and assign required Users to relevant groups.
  2. Corresponding Groups should be created in Vibe.
  3. Map the Azure User Group in Vibe See: Map Azure User Groups
  4. Permissions are assigned to groups in Vibe so they can also map to the corresponding groups in Azure.
  5. Once this is completed, access and permissions will sync accordingly.
Idea
Curious about SSO? Learn how it simplifies logins

Understanding Permissions & User Roles

The Permissions feature helps you control who can access different areas of the platform. Roles are organized in a simple hierarchy, where higher-level roles automatically inherit the permissions of lower-level roles.

Global Administrator

The Global Administrator is the highest level of access available.
Global Administrators can:
  1. Access all areas of the platform (based on your subscription plan).
  2. Manage System Administrator accounts and all other user groups.
  3. Create other Global Administrators.
  4. Access all Slides, Playlists, and Locations regardless of sharing or content-level permissions.
  5. Perform any action available to lower-level roles.
Notes
Note: Only existing Global Administrators can create new Global Administrators.

System Administrator

The System Administrator role is designed for managing system configuration and permissions.
System Administrators can:
  1. Access and manage System Settings.
  2. Create and manage other System Administrator accounts.
  3. Create and manage regular user groups.
  4. Configure permissions within the platform.
Info
Important: System Administrators do not have access to the Web Portal and cannot be assigned to standard member groups.

User Groups

User Groups are used to organize users and grant access to specific features and areas of the platform.
Groups can be customized to match your organization's needs. Permissions can be assigned at the group level, making it easy to manage access for multiple users at once.
The default group for new users is [Site Name] Members.
By default:
  1. New users are assigned to the [Site Name] Members group.
  2. This group does not have access to System Settings unless access is specifically granted.
  3. The group can be renamed to suit your organization.

Assigning Roles to Users

When creating a new user, the roles available for selection depend on your own level of access.
Your RoleRoles You Can Assign
Global AdministratorGlobal Administrator, System Administrator, and all user groups
System AdministratorSystem Administrator and all user groups
User Group with Roles & Access permissionUser groups only

To keep permissions secure, users can only assign roles at their level or below. Higher-level roles are hidden from users who do not have permission to manage them.

Applying Permissions

Permissions for Playlists

  1. In the Vibe portal, navigate to Playlists 
  2. Expand the playlist you want to manage, by clicking the + icon
  3. Under the "Manage edit permissions" heading, toggle ON/OFF group access, as needed
    1. Toggle ON (Green) the groups that should have access
    2. Toggle OFF (Grey) the groups that should not have access


Permissions for Slides

  1. In the Vibe portal, navigate to Slide you want to manage
  2. Under the "Editable by" heading, toggle ON/OFF group access, as needed
  3. Toggle which groups can access the slide
    1. Toggle ON (Green) the groups that should have access
    2. Toggle OFF (Grey) the groups that should not have access


Permissions for Licenses

  1. In the Vibe portal, navigate to Licenses via System Settings



  2. Click on the License you want to edit
  3. Under the "Permissions" heading, assign groups that should have access to this license


Idea
We recommend that Vibe Administrators should periodically review group memberships and permissions to keep access aligned with current roles.

FAQ

What is a login redirect?
It defines the landing page users are sent to after logging in. This can help route groups to the appropriate content.

Can a user belong to multiple groups?
Yes. Users can be assigned to multiple groups
What does “public permissions” mean for a licence?
  1. Public permissions do not mean the licence is publicly accessible on the internet. It means the licence can be accessed by any authorised user within your organisation’s Vibe environment.
  2. A licence automatically has public permissions when no user groups are assigned to it.
What should I do if I cannot edit licence permissions?
Your account may not have the required administrative access. Contact one of your Vibe administrators and provide:
  1. The licence name
  2. The group that should have access
  3. The users affected
  4. A brief explanation of the required change
Do not ask another user to share their login details or credentials.
How often should permissions be reviewed?
Review user groups and licence permissions periodically and whenever:
  1. A user joins, leaves or changes roles
  2. Responsibility for a location or screen changes
  3. A new licence is created
  4. A group is renamed, deactivated or deleted
  5. A team reports unexpected access
  6. Content appears on the wrong screen
  7. Your organisation completes an access or security review
What should I check before changing licence permissions?
  1. Confirm which team owns or manages the licence
  2. Identify every group that currently requires access
  3. Check whether any users depend on the existing permission
  4. Review the associated playlist and slide permissions
  5. Confirm that removing a group will not interrupt an active content workflow
  6. Make sure at least one group remains assigned if the licence should be restricted
Should we create a separate group for every licence?
  1. Not necessarily. If the same team manages several licences, one responsibility-based group can be assigned to all of them.
  2. Create separate groups when access requirements genuinely differ—for example, when regional teams should only manage screens in their own locations.
How should we structure groups for licence permissions?
Create groups around responsibilities that are unlikely to change frequently, such as:
  1. Internal Communications
  2. Health and Safety
  3. People and Culture
  4. Regional Content Managers
  5. Head Office Content Team
  6. Location-specific Content Teams
Use clear group names and descriptions so future administrators can understand why each group exists and which licences it should access.
What happens when a user moves to another team?
Update the user’s group memberships so their access reflects their new responsibilities.

As part of the change:
  1. Remove the user from groups they no longer require.
  2. Add them to the appropriate new groups.
  3. Check whether those groups have access to the required licences, playlists and slides.
  4. Confirm that the user no longer has access to content or screens managed by their previous team.
Can I assign more than one group to a licence?
  1. Yes. Assign multiple groups when several teams need access to the same licence.
  2. For example, a Head Office screen might be accessible to both the Internal Communications group and the People and Culture group.
Can a user access licences assigned to different groups?
  1. Yes. A user can belong to more than one group and may receive access through each of their assigned groups.
  2. For example, someone belonging to both the Health and Safety group and the Head Office Content group may be able to access licences assigned to either group.
Why can a user still access a licence after being removed from one group?
Check whether:
  1. The user belongs to another group assigned to the licence.
  2. No groups are currently assigned, making the licence accessible to all authorised users.
  3. The user has an elevated role or other administrative permissions.
  4. The group or licence change was saved correctly.
Review the user’s complete group membership rather than checking only one group.
Do licence permissions also control access to slides and playlists?
Licence, slide and playlist permissions are managed separately.

A user may have permission to access a licence but not the slide or playlist they need to manage. Similarly, access to a slide does not necessarily provide access to every licence or playlist.
  1. When troubleshooting access, check all three areas:
  2. Licence permissions
  3. Playlist edit permissions
  4. Slide Editable by permissions
Why can someone see a licence that was intended for another team?
  1. The licence may have no groups assigned, which gives it public permissions within your Vibe environment.
  2. Open the licence and assign the appropriate team group. You should also review the connected playlist and slides to make sure their permissions are aligned.