User Groups

Create reusable roles — bundle a set of permissions once, then give the whole bundle to a user in one step instead of assigning permissions one by one.

Last updated: 2026-10-07

Permissions

Action Who can do it
View groups Users with the "Read permission groups" permission
Create a group Users with the "Create permission groups" permission
Rename/edit a group Users with the "Update permission groups" permission
Delete a group, or remove a member Users with the "Delete permission groups" permission
See the "Users" tab / add a member The tab and the "Add User" button are shown to users with the "Create permission groups" permission; adding or removing a member itself requires the right to assign permissions ("owned" or "all")
Change a group's permissions Users with rights to assign permissions (either "owned" or "all")

Built-in groups

Your organization comes with a few ready-made system groups (e.g. "AF Admin", "AF Accountant", "QBar Waiter") that you can assign to users but can't edit or delete — they're maintained centrally. Any group you create yourself is fully yours to edit.

Viewing a group

  1. In the top navigation, click Administration → Authorization → User Groups.
  2. Choose a group from the User Group dropdown and click Apply.
  3. The Permissions tab lists everything that group grants.
  4. The Users tab lists everyone currently in that group.

User Groups screen with the group dropdown open

For a system group, the Permissions tab is read-only — no checkboxes, no Save button.

Viewing a system group's permissions (read-only)

Creating a group

  1. Click the green + button next to the dropdown.
  2. Enter a Name and, optionally, a Description.
  3. Click Save.

Creating a new group

Setting a group's permissions

  1. Select your custom group from the dropdown and click Apply.
  2. On the Permissions tab, use the checkboxes to select which permissions the group should grant.
  3. Click Save. This replaces the group's entire permission set with whatever is currently checked — it doesn't add to what was there before, so double-check the full list before saving.

Adding or removing members

  1. Select a group and open the Users tab.
  2. To add someone: click Add User, pick them from the list (only people not already in the group are shown), and confirm.
  3. To remove someone: click the trash icon next to their name and confirm.

A person's actual access is always the combination of everything they're granted directly, plus everything every group they belong to grants — being in multiple groups, or having both individual permissions and group permissions, simply adds them together.

Editing or deleting a group

  • Rename/edit: select the group, click the pencil icon, change the name/description, and save. (Not available for system groups.)
  • Delete: select the group, click the trash icon, and confirm. Anyone still in the group immediately loses the permissions it granted them — there's no undo, and no way to recover a deleted group's setup afterward.

Troubleshooting

I removed someone from a group (or deleted the group), but they can still do things it used to allow

Permission changes may not reach a person who is already logged in right away. If it matters immediately, ask the affected person to log out and back in.

I can't edit a group's permissions or delete it

You're probably looking at one of the built-in system groups — these are intentionally read-only. Create your own group instead if you need something different.

Getting help

If a user's access doesn't match what their groups should grant, contact **support@xcs.app** with the user's name and the group(s) involved.