System and permissions
What is a user group?
What user groups do, which visibility decisions they drive, and how to plan them before you create any.
Where to find it
UsersUser Groups
The user group is one of the three layers behind "who sees what" in MetoCRM — the other two being the role and the personal assignment. This page explains what groups are for; creating one has its own guide.
A concrete scenario explains it best: you run two sales teams at once, one handling English-speaking patients and one handling Arabic speakers. You create two groups and pick the right one when uploading ad data. The group manager distributes incoming records to the team in one click, and nobody in the English group can see patients added to the Arabic group.
Step by step
- User Group With user groups, you can group your entire team to ensure smoother operations. Let’s take a look at how user groups can be used through example scenarios; Let’s assume you have two sales teams working simultaneously. One sales team will deal with English-speaking customers, while the other team will deal with Arabic-speaking customers. You created two separate user groups and named them English Team – Arabic Team. When uploading your advertising data to the system, all you have to do is select the English group for advertising data coming from English-speaking countries, and the group manager can distribute all incoming data to team members with just one click. No user in the English group will be able to see the patients added to the Arabic group. !! After completing your actions, make sure to test the connection.
Tips and common mistakes
- Careful Membership alone opens nothing. Department-wide visibility comes only from the manager flag on the group row — never from the word "manager" in a role name.
- Tip The right question when designing groups is "who should see whose work?". The wrong one is "who reports to whom?" — an org chart and a visibility chart are not the same drawing.
Frequently asked questions
What logic should I group by?
Three setups work in practice: by language (most common), by treatment and by branch. Choose based on which boundary would hurt if a patient crossed it into another team.
What extra does a group manager see?
Every patient, conversation and quote in the group, even the ones not assigned to them. Team notifications, AI message approval and lead assignment also depend on that position.
What is the difference between a group and a role?
The role decides which screens you can open; groups and assignments decide which records you can see. See roles and permissions.