Assign People to Groups

Organize your team into groups and assign bots for targeted training

Overview

Groups help you organize team members and assign relevant training bots based on roles, departments, or skill levels. This makes it easy to manage permissions, distribute content, and track progress across different segments of your team.

Understanding Groups

Groups help you organize users, bots, and personas together for easier management and targeted training.

Team Organization

Structure your organization by department, role, or skill level.

Targeted Access

Control which users can access specific bots and personas.

Simplified Management

Manage user and bot assignments in one place.

Flexible Structure

Users, bots, and personas can belong to multiple groups.

Managing Groups

Navigate to Groups

1. Go to Team Management

   Navigate to Team Management in the main menu.

2. View Groups Table

   You’ll see a table with all groups showing:

   • Group Name
   • Number of Users in the group
   • Number of Bots assigned
   • Number of Personas assigned

Working with Groups

View Group Details

Click on a group row to expand and see:

• Users: All team members in the group with avatars and names
• Bots: All AI agents assigned to the group
• Personas: All personas assigned to the group

The expanded view shows all assigned users, bots, and personas with options to add or remove each.

Add Users to a Group

1. Expand the Group

   Click on the group row to expand it and see the Users section.

2. Click Add Button

   Click the + (Add) button in the Users section.

3. Select a User

   A popover will appear with all available users. Click on a user to add them to the group.

   • View user names and email addresses
   • Users already in the group won’t appear in the list

   Users can belong to multiple groups simultaneously.
4. User Added

   The user is immediately added to the group and will now have access to all bots and personas assigned to this group.

Add Bots to a Group

1. Expand the Group

   Click on the group row to expand it and see the Bots section.

2. Click Add Button

   Click the + (Add) button in the Bots section.

3. Select a Bot

   A popover will appear with all available bots. Click on a bot to add it to the group.

   • View bot names and feature badges
   • Bots already in the group won’t appear in the list
4. Bot Added

   The bot is immediately assigned to the group and becomes available to all users in this group.

Add Personas to a Group

1. Expand the Group

   Click on the group row to expand it and see the Personas section.

2. Click Add Button

   Click the + (Add) button in the Personas section.

3. Select a Persona

   A popover will appear with all available personas. Click on a persona to add it to the group.

   • View persona names
   • Personas already in the group won’t appear in the list
4. Persona Added

   The persona is immediately assigned to the group.

Remove Users from a Group

1. Expand the Group

   Click on the group row to see all users.

2. Hover Over User

   Hover over the user card you want to remove.

3. Click Remove

   Click the trash icon that appears on hover.

   The user is immediately removed from the group and loses access to group-specific bots and personas.

Remove Bots or Personas from a Group

The process is the same:

1. Expand the group
2. Hover over the bot or persona card
3. Click the trash icon that appears

Removing a bot or persona from a group immediately removes access for all users in that group.

Group Management Actions

Create a New Group

1. Click Create Group

   From the Groups page, click the Create New Group button.

2. Enter Group Name

   A dialog will appear. Enter a descriptive name for the group:

   • Department-based: “Sales Team”, “Support Team”
   • Role-based: “Account Executives”, “SDRs”, “Managers”
   • Skill-based: “New Hires”, “Advanced Users”
3. Create

   Click Create to save the new group.

   You can add users, bots, and personas to the group after creation.

Edit a Group Name

To rename a group, use the edit functionality in the groups table to update the group name.

Group name is the primary editable field. Add/remove users, bots, and personas using the methods described above.

Delete a Group

To delete a group, use the delete action in the groups table.

When you delete a group:

• Users in the group are not deleted, only their group membership
• Bot and persona assignments to the group are removed
• Users lose access to bots/personas that were only available through this group

Best Practices

Keep Groups Meaningful

Create groups that reflect actual training needs, not just org chart structure.

Allow Multiple Memberships

Users can belong to multiple groups for cross-functional training.

Review Regularly

Audit group memberships quarterly to ensure they’re still relevant.

Document Purpose

Use clear names and descriptions so everyone understands each group’s purpose.

Start Simple

Begin with a few broad groups, then refine as needs become clearer.

Review Memberships

Periodically review who is in each group to ensure proper access.