Employee Groups (also called affinity or interest groups) let employees connect around shared identities, causes, or interests. Each group can have one or more group leaders who manage members, content, events, and group settings. Assigning the right leaders ensures that each group has someone to welcome members, keep content fresh, and represent the group's community.
Permissions
Anyone with the group leader user role can manage members and leaders for their own group. Anyone with the program administrator user role can manage leaders across all groups in the program.
Understanding roles in Employee Groups
Employee Groups use two distinct admin roles:
| Role | Scope |
|---|---|
| Program administrator | Manages the overall Employee Engagement program, including program-wide settings, content policies, and access configuration. Can access the leader dashboard and manage leaders for any group in the program. |
| Group leader | Manages a specific Employee Group: members, group leaders, content, events, and group settings. Group leader access is limited to the groups they lead. |
Group leaders cannot change program-wide settings that are reserved for program administrators.
Adding a new group leader
Use this method when you want to assign leadership to someone who is not yet a member of the group.
Group leaders:
- Navigate to Manage > Groups and select your group.
- Select the Members tab.
- Select Add New Member, then select Add New Member from the dropdown.
- Enter the person's username or email address in the Username or email field.
- Select Leader from the This user's role field.
- Select Add new leader.
The person joins the group with leader access immediately.
To schedule a leader to be added automatically when they register: Select the Automatically add this user when they register checkbox before selecting Add new leader. The person receives leader access as soon as they create their account.
Program administrators:
Follow the group leader steps above, starting from Admin > Create > Groups from the side menu, then selecting your group, or open the actions menu (⋮) in the Actions column next to the group and select Add leader directly from the list.
Promoting an existing member to group leader
Use this method when someone is already a member of the group and you want to give them leader access.
- Navigate to Manage > Groups, select your group, and select the Members tab. Program administrators can reach the same page by selecting Admin in the top-left corner, then Create > Groups from the side menu, and selecting the group.
- Use the Role filter and select Members only, or search by name or email to find the person.
- Open the member's actions menu and select Promote.
The member gains group leader access immediately. Multiple members can share leadership of the same group.
Removing group leader access
Use this method to demote a leader back to regular member status. They remain in the group as a member.
- Navigate to Manage > Groups, select your group, and select the Members tab. Program administrators can reach the same page by selecting Admin in the top-left corner, then Create > Groups from the side menu, and selecting the group.
- Use the Role filter and select Leaders only, or search by name or email to find the person.
- Open the leader's actions menu and select Demote.
- Select Yes, demote to confirm.
The leader role is removed and the person continues as a regular group member. If you demote the last leader, the system warns you but allows you to continue. A group can have zero active leaders.
Removing a member or leader from a group
Use this method to remove someone from the group entirely, rather than demoting them.
- Navigate to Manage > Groups, select your group, and select the Members tab. Program administrators can reach the same page by selecting Admin in the top-left corner, then Create > Groups from the side menu, and selecting the group.
- Open the person's actions menu and select Remove.
- Select Yes, remove to confirm.
The person is removed from the group and from any leadership roles they held.
Managing groups with no active leaders
If all leaders leave a group and no replacement has been assigned, program administrators can navigate to the group through Admin > Create > Groups and assign a new leader from the Members tab. If every former leader's account is inactive or inaccessible, contact support or reach out to your internal program administrator to restore access.