Users can be organized into Groups, which can be created for different office locations, departments, regions or teams.
Groups are linked to folders and folder privacy - i.e. you can set specific folders to only be visible to certain groups.
Moreover, Groups control the payment methods, billing entities and cost centers that are allowed for users who are members of a specific group.
In this article:
- The Default group
- Creating a group
- Assigning payment methods and billing entities
- Setting folder privacy
- Joining multiple groups
- Viewing which groups users are in
The Default group
All accounts always include 1 group by default, called the Default group. This group has the same name as your account (this cannot be changed) and is easily recognizable in the group list. All the users who are part of this group can see all folders, payment methods and billing entities, regardless of privacy settings.
Important: Basic subscriptions include only 1 group. In this case, all the users in the account are part of this group and can see all folders, payment methods and billing entities, regardless of privacy settings.
Tip: We recommend adding only account admins to the Default group (unless you have a Basic subscription).
Creating a group
To create a new group, select Team > Groups > Create group from the left side menu. If you have already invited users to your account, you can add them to the groups you have created. You can also invite them directly using the Invite button in the Users tab and assign them to a Group when sending the invitation to join Gelato.
Note: You need to have the Manage Users permission active to create a new group and add users to it
Assigning payment methods and billing entities
You can also pre-select payment methods and assign one or several billing entities to particular groups. This can be beneficial so that all users in this group will see only relevant payment options and billing entities when ordering.
You can associate one or more payment methods to a group among the ones activated at account-level.
Note: If you don't select any payment methods for a group, the users in that group will be able to use any payment method activated at account-level.
To link a billing entity to a group, please type it and choose from the list of pre-loaded billing entities saved in your account. You can also select which cost centers to make visible for each group.
More information on how to add a new billing entity can be found here.
Note: It is mandatory to link at least a billing entity to a group if you select Invoice as a payment method.
Setting folder privacy
Groups are linked to folders and folder privacy, where you can set specific folders to only be visible to certain groups. To define the privacy settings for a folder just hover the mouse on the folder and click on Set folder privacy, then define which groups should be able to see that folder. You can also set privacy settings for sub-folders - in this case, you can only select more stringent privacy rules than what defined for the parent folder.
Note: You can see which folders are public and which ones are restricted to specific groups by looking at their icon layout.
Joining multiple groups
Users can be a part of more than one group. In this case, when users log into their account, they will be able to see all folders, billing entities and payment methods that are visible for all the groups they are part of.
Note: A user can have only one role, regardless of how many groups he/she is in.
Viewing which group users are in
Click on Team > Users, find the name of the user and click on Edit. The next screen will show the group(s) the user belongs to and the role assigned.
Note: You need to have the Manage Users permission active to view and edit user-related information