Overview
User Groups bundle Users so you can assign work, schedule Checklists, send notifications and give Location access to many people at once. When someone joins or leaves a team, you change one group instead of every Schedule, Assignment and Notification Rule they appear in.
User Groups and Roles do different jobs: a Role decides what a User can do, and a User Group decides who they work with and where. See User Groups vs Roles: understanding the two access primitives.
At a glance |
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Who can do this | Super Users, or a Role with User Groups › Create or Modify (Delete to delete). A group's Administrators can also edit it. Locations, Location Groups and External ID: Super Users only. |
Where | User Groups in the Backend sidebar |
Works on | Backend (web). Memberships also apply in the Mobaro app. |
Availability | All organizations |
💡 Why this matters: A well-designed set of User Groups is the difference between adding a new hire in 30 seconds and wiring them into Schedules, Assignments, Notification Rules and Locations one by one. Get the group structure right early and the rest of your Mobaro setup is much easier to maintain.
Create a User Group
1. Open User Groups
In the Mobaro Backend, click User Groups in the sidebar.
2. Click Create
Click the + button (Create) to open the editor on the right.
3. Fill in General Information
Name (required) — a clear, consistent name. See Best practices for a naming pattern.
External ID — an identifier for integrations. Only Super Users can set it.
Description — the group's purpose, so future admins understand why it exists.
4. Set memberships and save
Fill in Memberships and Assignability now or later (see below), then click Save. You see "User group saved successfully."
Manage memberships
The Memberships section of the User Group editor decides who is in the group, who manages it, whom its members can assign work to, and which Locations it covers.
Administrators — can edit the group and view, modify, disable and enable its members, without a Users permission in a Role and without being members themselves. Useful for shift leads and department managers.
Users — the members. A User can be in any number of User Groups. Roles given to a group apply to every member, and permissions add up across all the Roles a User holds.
Delegable user groups — other groups this group's members can assign work to. See Delegable user groups below.
Locations and Location Groups — every member becomes a member of these Locations, which controls the Schedules, Assignments and other Location-based work they see.
⚠️ Heads-up: Only Super Users can add Locations, Location Groups or an External ID to a User Group. With User Groups › Modify these fields are greyed out. Ask a Super User, or add the User Group under Direct Memberships on each Location instead, which needs Locations › Modify (see Giving Users access to a Location).
Delegable user groups
By default, in the Mobaro app you can assign an Assignment only to User Groups you're a member of (and to the people in them). Delegable user groups widen that: members of one group can also assign work to another group they don't belong to, without joining it and without receiving its work.
Set it on the group whose members need to assign. For example, to let Ops Leads assign to Maintenance, open Ops Leads and add Maintenance under Delegable user groups:
A member of Ops Leads creating an Assignment can pick Ops Leads and Maintenance.
An Operations member who isn't in Ops Leads can't pick Maintenance.
Typical uses are cross-team handoffs, a control room that dispatches to every crew, and escalation to specialist teams. For more examples, see Delegable User Groups: cross-team assignment without expanding membership.
Assignability
The Assignability section has one checkbox, Assignments. When it's ticked, the User Group can be picked as an assignee on Assignments; untick it for groups you only use for access, notifications or filtering. It doesn't affect Schedules, Notification Rules or other features.
Edit a User Group
In User Groups, search for the group, select it and click Edit (or double-click the row). Make your changes in the editor and click Save. Common edits are renaming the group, adding or removing Users, Administrators and Delegable user groups, and turning Assignments on or off.
Delete a User Group
Select the group in User Groups, click Delete, and confirm with Yes. The group's members are not deleted.
🛑 Critical: Deleting a User Group cannot be undone. Assignments assigned to the group become unassigned, and the group is removed from Schedules, Checklist assignment triggers and questions, Checklist folder permissions, Locations, Location Groups, Notification Rules, Dashboards and other groups' Delegable user groups. Members lose any Location membership and access they had through the group.
Best practices
Add Locations to User Groups rather than to individual Users, so one change to the group reaches every member.
Name groups with a pattern such as [Function or access type] – [Team or area], for example Ops – Ride Operators – Zone A or Access – Maintenance Leads, and add a short description.
Add Delegable user groups only for real cross-team workflows. Each one lengthens assignee lists in the app.
Untick Assignments on groups that exist only for access or notifications.
When restructuring, edit the group rather than individual Users: it's faster and easier to audit.
Before deleting a group, check the Notification Rules, Assignment triggers, Schedules and delegable settings that use it.
Frequently asked questions
Why can't I pick a user group as the assignee when I create an assignment?
In the Mobaro app you can assign to User Groups you're a member of and to their Delegable user groups, and only if the group has Assignments ticked under Assignability. An Assignment Definition can also limit the assignees. Add yourself to the group, or make it delegable.
What are delegable user groups?
They let members of one group assign work to another group without joining it. Set it on the group that assigns: to let Ops Leads assign to Maintenance, add Maintenance under Delegable user groups on Ops Leads. See Delegable User Groups.
What does an administrator of a user group do?
Administrators can edit the group and view, modify, disable and enable its members, without a Users permission and without being members. They can't add Locations or Location Groups to the group; that needs a Super User.
Why is the Locations field greyed out on my user group?
Only Super Users can add Locations and Location Groups to a User Group. Ask a Super User, or add the User Group under Direct Memberships on each Location instead, which needs Locations › Modify.
Can I restore a deleted user group, or merge one group into another?
No. Deleting a User Group can't be undone, and there's no merge, copy or duplicate option. Create the new group and add its members, Locations and settings yourself, or use the Mobaro API.