Assigning groups and roles to members or users

In 4planning you can add several members or users at once and link them straight to the right groups and roles using an Excel or CSV file. This saves time and avoids manual administration. This article explains how to import users into the right group.

Read everything about importing users via Excel or CSV here.

Why set groups and roles during the import?

By assigning groups and roles while importing, users immediately gain access to the right communication, documents and activities. That saves extra administration afterwards.

• Fast onboarding of new members.
• Immediate access to relevant information.
• Less chance of mistakes.

Important tips for filling in the file

• Always use the template so that all fields are recognised correctly.
• The Excel file lists all groups.
• Only import once all groups have been created in 4planning.
• Under the groups you want, enter for example x, y, 1, yes or true.
• Leave the cell empty when a user does not need access to a group.
• Row 3 is an example. Leave the email address empty to ignore it.

Setting up groups

Each column in the import file represents a group. By entering a value, the user is automatically added to that group.

After the import the user immediately has access to:

• Communication within the group.
• Events and activities.
• Documents and information.

Checking after the import

Once you have imported, it is wise to check that groups and roles are set correctly.

• Check a few users.
• Check group administrator rights.
• Check access to communication and documents.

Tips for effective use

• Use clear and consistent group names.
• Use imports for large numbers of users.
• Check regularly whether the group structure is still current.

Good to know

• Users gain access to their groups immediately.
• Groups must already exist.
• You can adjust roles and groups later.