User Groups and Permissions

User Groups and Permissions

In Vibe, administrators can create user groups and add individual users to those groups. This structure simplifies user management and controls who can access or edit playlists and slides. Using group-based permissions helps ensure consistent access settings while making it easy to scale as teams grow.

Info
User Groups organize people. Permissions control what those people can do.
InfoTo set up multiple regions within the same site, each with separate permissions and themes using SSO, please refer to this Article section.

In this guide, you’ll learn:

  • How to add and edit user groups
  • How to add or remove users from groups
  • Where to find and configure permission settings
  • How to apply permissions to playlists and slides
  • How to configure SSO group synchronization between Azure AD and Vibe

Create a New Group

  1. In your Admin portal,
    1. Navigate to Groups & Roles from your dashboard.
    2. or, use the Menu: Go to Accounts > Groups and Roles > User Groups

  2. Navigate to the User Groups tab


  3. Enter a GROUP NAME and a brief note about the group’s purpose in DESCRIPTION
  4. In the Users section, add users who should belong to this group by checking the boxes next to their names.
  5. Leave LOGIN REDIRECT blank.
    1. Currently, every user is redirected to the Portal
    2. Note: This is a legacy field and will be removed in a future update
  6. USED FOR VIBE PERMISSIONS
    1. Leave this toggle ON for most groups, so the group appears in the portal when assigning Slide, Infobar, and Playlist permissions.
    2. Turn it OFF only for backend or IT/integration groups that do not need to appear in the portal permission lists.
  7. Click SAVE GROUP

Edit an Existing Group

  1. Open Groups & Roles
  2. Locate the Group in the list
  3. Change the Group Name or Description as needed.
  4. Update STATUS (Active / Inactive) to control whether the group is currently active or not.
  5. Add or remove USERS by checking/unchecking boxes
  6. Click SAVE GROUP

Group Synchronization for SSO Sites

Alert
Before 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

Applying Permissions

Assigning Themes to Groups

  1.  In Vibes Admin, navigate to Themes
    1. Go to Menu > Settings > Themes
  2. Select a relevant Theme
  3. Scroll to Permission
  4. Assign the Group(s) relevant to the Theme

Info
If a user group is assigned a theme, it becomes the group’s Default Theme.
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When a user in that group creates a slide, the assigned theme is applied automatically.
Info
Users who belong to only one group will not see any other themes.

Setting Playlist Permissions

  1. In your Vibe Portal, Go to Playlists
  2. Click the +  icon on the Playlist to reveal permission options.
  3. Toggle group access under the “Manage edit permissions” 
    1.  Green  coloured toggle, means 'yes' the group  can edit 
    2.  Grey  coloured toggle, means 'no' the group  can not edit 


Setting Slide Permissions

  1. Open the slide 
  2. Find the Editable by / Permissions section
  3. Toggle group access under the "Editable by" heading
    1.  Green  coloured toggle, means 'yes' the group  can edit 
    2.  Grey  coloured toggle, means 'no' the group  can not edit 

User GroupsPermissions
Organize users into logical teamsControl access to playlists and slides
Based on role, region, or responsibilityDefine who can edit or access content
Managed in Groups and RolesManaged within Playlists and Slides

Use-case Scenario: Global Teams

  1. Your company operates in three countries:
    1. Australia
    2. United States
    3. New Zealand
  2. Instead of assigning permissions individually to each team member, create three groups:
    1. AU Team
    2. US Team
    3. NZ Team
  3. Add relevant users to each group.
  4. When creating region-specific playlists, grant access only to the relevant team.
    Playlist = “AU Compliance Training”, User Group = AU Team. 
    1. Any new Australian employee just need to be added to the AU Team group.
    2. They instantly receive access to all AU-related content.
    3. No need to update each playlist individually.
    4. This makes your system scalable and easy to maintain as teams grow.

FAQ

What is a User Group?
A User Group is a collection of users who share the same access needs or role within the organization. Groups simplify administration by allowing you to manage permissions for multiple users at once.
What are Permissions?
Permissions determine what a user (or group of users) is allowed to access or edit within Vibe.

Instead of assigning access to individuals one by one, permissions are applied to user groups. When a group is granted permission to a playlist or slide, every member of that group automatically receives the same level of access.

Permissions help answer questions like:
  1. Who can edit this playlist?
  2. Who can update this slide?
  3. Who should not have access to this content?
What is the difference between User Groups and Permissions?
User Groups organize people. Permissions control what those people can do.
Can a user belong to multiple groups?
Yes. Users can be assigned to multiple groups








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