Adding users to groups

Every user must and can only belong to one group on the platform. The way users are added to groups depends on how your users are getting into your platform:

Users are invited by an admin

If an admin invites users to join the platform from Administration > Users, the admin selects the group for the users during the invitation process. Learn more in Invite users.

You can move a user to another group later if needed.

Users join via SSO or self-register

If you allow your users to create accounts by logging in via their company credentials (SAML SSO just-in-time) or self-registering (no SSO), they select their own group during the onboarding process. For this, you need to ensure the setup has been enabled correctly on the platform.

If you're going to use SSO, please complete these steps before setting up SSO.

Set up self-registration

  1. Go to Administration > Settings
  2. Select a group
  3. Select Invitations & Registration
  4. Under Can users self-register?, select Allow self-registration
  5. Under Email domains, enter all of the email domains that are utilized by your users. This will ensure that only users with email addresses from these specific domains can view and select this particular group.
    • If you don't enter any email domains, users won't be able to select the group, as Haiilo's system needs to verify a user's email domain before allowing access to a specific group.
  6. Select Update to save changes
  7. Repeat steps 2-6 for each group for which you want to enable self-registration. Self-registration must be set up individually for each group.
    • If there's a group you want to exclude from self-registration, you can select Do not allow self-registration under Can users self-register?. The group will then be excluded, and no users can select that group during onboarding.

After completing the necessary steps for each group, self-registration is set up on your platform. A user who logs in via SSO for the first time or registers with an approved email domain will be able to see and select a group on the Select group onboarding page.

After users are added to your platform for the first time, Haiilo's system temporarily places them in a default group before they select their specific group during the onboarding process. This may cause it to seem like they are in the wrong group. However, after completing the group selection during the onboarding, they will be automatically moved to their chosen group. Learn more in Users are added to a wrong group during onboarding. Why?

Users are added to groups via SCIM

When you manage your users through SCIM user provisioning, you can simultaneously assign them to groups and teams based on information in your identity provider. This enables you to add new users to their appropriate groups and teams from the outset without having to depend on users to select their own groups.

You can learn more about SCIM provisioning and the specific instructions for setting it up in Managing users with SCIM provisioning.

When using SCIM, you can only assign users to existing groups, not create new groups. So, before assigning users to a group, that group must already exist on the platform. Learn more in I get a "Group does not exist" error when adding users via SCIM. Why?

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