Overview
A User Group can have Administrators: Users who manage the group and its members without being members themselves. Use them to hand day-to-day people management, such as adding new starters, updating profiles or disabling leavers, to shift leads and department managers, without giving them Users permissions across the whole organization.
This article covers what an Administrator can and can't do. To create a User Group and add its Administrators, see Create and manage User Groups.
At a glance |
|
Who can do this | Group Administrators. To add Administrators: Super Users, a Role with User Groups › Modify, the group's creator or its existing Administrators |
Where | Administrate › User Groups › a group › Memberships › Administrators; members in Administrate › Users |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Administrators push routine User management down to the people closest to the team. Their control follows group membership, so knowing how it works prevents both lost control over leavers and access you didn't intend to give.
What an Administrator can do
Action | What it covers |
Edit the group | Its Name, Description, members (Users), other Administrators, Delegable user groups, the Assignments box under Assignability and, where your organization uses SSO, Require single sign-on. |
See members | In Administrate › Users. Without Users › View, an Administrator sees only themselves and the members of the groups they administer. |
Edit members | Open a member and change their profile, including Email. Setting a member's password needs Users › Modify or Users › Create; without either, Change Password isn't shown. |
Disable and enable members | Select one or more members in Administrate › Users and click Disable or Enable. |
Administrators aren't members of the group. Unless you also add them under Users, they don't get the group's Schedules, Assignments, notifications, Location membership or Roles, and the Mobile app doesn't show them the group's Checklists. In the Backend, an Administrator can pick the groups they administer as Assignment assignees if the group's Assignments box is ticked; in the Mobile app, only groups they're a member of (or those groups' delegable groups).
What an Administrator can't do
Delete Users, unless they created that User. Deleting needs Users › Delete or Super User status.
Delete the User Group. That needs User Groups › Delete, the group's creator or a Super User.
Add Locations, Location Groups or an External ID to the group. Only Super Users can.
Give the group a Role. That's done in the Role editor with Roles › Modify. See Set up Roles to manage permissions.
Change a member's Roles, User Groups or Locations in the User editor. Only Super Users can.
Edit a Super User, or a member whose profile has Only allow administrator to make changes ticked.
Edit a member who also belongs to another Mobaro organization, unless they have Users › Modify in every organization that User belongs to. They can still disable that member in your organization.
Who an Administrator can add
The Users and Administrators pickers in the User Group editor list the Users the Administrator can see:
With Users › View in one of their Roles: any active User in the organization.
Without it: only themselves and Users they created.
🛑 Critical: Adding someone to a User Group gives them everything the group carries: its Roles, its Location memberships and its work. An Administrator can add anyone they can pick, including themselves, and can add more Administrators. Only make someone an Administrator of a group that holds Roles or Locations if you'd trust them to hand those out.
Removing a member ends control
An Administrator's control covers current members only. When they remove someone from the group, they can no longer edit, disable or enable that User, unless they administer another group the User is in or created the User and have Users › View. Without Users › View, they may not be able to add the User back.
Example: offboarding seasonal staff. At the end of the season, the lead who administers the Seasonal Ride Ops group selects its members in Administrate › Users and clicks Disable. Disabled Users keep their memberships, so next season the lead selects them again and clicks Enable. Had the lead removed them from the group instead, they couldn't enable them again. For people who won't return, someone with Users › Delete deletes them. See How to deactivate a User.
Best practices
Make shift leads and department managers Administrators of their own team's group, rather than giving them Users › Modify or Users › Delete for the whole organization.
Disable leavers and keep them in the group, so the Administrator can enable them again.
Give Users › View to Administrators only when they need to add people they didn't create.
Review each group's Administrators whenever people change jobs, especially on groups that hold Roles or Locations.
Frequently asked questions
What's the difference between administrators and users in a user group?
Users are the members: they get the group's work, Locations and Roles. Administrators manage the group and its members but aren't members, so they get none of those unless you also add them under Users.
How can I let a manager edit or disable only the people in their team?
Make them an Administrator of the team's User Group. They can edit, disable and enable its members without any Users permission, and can't manage anyone outside their groups.
Can user group administrators see the checklists assigned to the group?
No. Administrators aren't members, so the Mobile app doesn't show them the group's Checklists. Add them under Users as well if they should do the group's work.
As an administrator, why can't I edit or change the password of one of my members?
Setting another User's password needs Users › Modify or Users › Create, so ask a Super User. If you can't edit the member at all, they're a Super User, belong to another Mobaro organization, or have Only allow administrator to make changes ticked.
Can a group administrator delete users?
No, only disable and enable them, unless they created that User. Deleting needs Users › Delete or Super User status. See How to deactivate a User.