How to Assign Team and Chat Group Administration Permissions

In Ommnio, you can grant Team Administration and Chat Group Administration permissions to specific users, giving each of them the level of visibility and management that fits their role in your organization.

How permissions work

Regular users without administration permissions are subscribed only to the groups their organization assigns to them. They cannot create groups, invite new users, or change their own group memberships.

You can grant Team Administration permissions to any user, giving them visibility and management capabilities over a subset of the organization's users. To the same Team Administrators, you can also grant Chat Group Administration permissions so they can manage the content of specific chat groups. You can also give someone permission to write anonymously in a chat group — for example, a member of the Marketing team who needs to post in a corporate news group without having full administration rights.

Team and Group Administration permissions are independent of each other. A user can be a Team Administrator and still be a regular member of a chat group that belongs to another team. Likewise, someone can administer a team without automatically administering the chat groups linked to it.

Step 1: Create teams

Go to Settings > Teams and create the teams your organization needs.

Teams can have hierarchical dependencies between them. For example, you can create separate teams for Truck Drivers and Forklift Operators, each with its own Team Administrator and chat groups, and have both belong to a parent Logistics team. The Logistics Team Administrator will automatically have visibility over both sub-teams. Logistics itself can then depend on a higher-level team like Tarragona Center, which also includes Operations, Warehouse, and others.

Example hierarchy:

• ACME Company — Account Administrator (HR Manager)
  • Tarragona Center — Team Administrator (Work Center Manager)
    • Logistics — Team Administrator (Logistics Manager)
      • Forklift Operators — Team Administrator (Forklift Operators Manager)
      • Truck Drivers — Team Administrator (Truck Drivers Manager)
    • Operations — Team Administrator (Operations Manager)
  • Sevilla Center — Team Administrator
  • (and so on)

To create a new team, click the button "+ New Team".

Step 2: Add users to teams

Use the search box and column filters to find the users you want to include. Check the selection box next to each person to add them to the team. At the top of the list, you'll see a running count of how many people are part of the team based on your selection.

If you have set up an integration with your company's employee database, you can define membership rules that determine who belongs to each team. Once the rules are in place, any user who matches the conditions will be automatically added to the team and subscribed to the chat groups that are relevant for its members.

Step 3: Assign Team Administration roles

Once the teams are created, find the users you want to promote to Team Administrators and check the Admin box next to their name. This grants them administration permissions over that team.

A few rules to keep in mind:

• Only the Account Administrator can grant Account-level permissions to another user.
• Team Administrators can grant Team Administration permissions to other users, but only within the teams they manage.

Step 4: Assign chat group permissions

Go to the Group Settings section. As the Account Administrator, you can see every group in the organization and join any of them using the Join chat group button. Team Administrators only see the groups they manage, not the entire organization's groups.

There are three levels of permission you can grant for each chat group:

• Group Administrator. Can edit the group avatar, name, type (open or read-only) and if users can mute notifications; manage members (based on their Team Admin permissions); write anonymously; and send mandatory reading messages or request digital signatures. 
• Write anonymously. Can post in the group using the group's avatar instead of their personal profile. 
• Member. A standard participant, with no administration or anonymous writing permissions.