User Groups in Tapkey: How They Work and Why You Should Use Them

The User Groups functionality in Tapkey allows administrators to efficiently manage access by grouping smartphone users (referred to as "members") into distinct user groups. This feature is ideal for customers who need to organise multiple users with similar access needs, making access control simpler and more scalable.

This article will guide you through:  

1. What are user groups?–Understand the basics of User Groups and how they simplify access management.

2. Benefits of user groups–Learn the key advantages, including streamlined permissions and scalability.

3. How to create user groups –Step-by-step instructions for setting up User Groups in Tapkey web portal. 

4. Managing members within a user group–Tips for adding or removing members and adjusting permissions as needed.

5. Managing grants within a user group–This section explains how to assign and manage grants for a user group. 

6. Best Practices for using user groups–Insights to help you effectively organise and maintain groups for optimal access control.

1. What are User Groups?

User Groups are collections of smartphone users who can be managed together. Instead of assigning access permissions individually, administrators can grant permissions to a group, which automatically applies to all its members. This approach simplifies access management, especially in organisations with a large number of users or departments.

An example: All employees with access to the main entrance form a user group and can unlock it with their smartphones. Another user group could consist specifically of IT staff who require additional access to the server room.

2. Benefits of Using User Groups

• Centralised Management: Set permissions for all users in a group at once, saving time and reducing errors.
• Flexible Access Control: Easily add or remove members from groups to adjust access as needed.
• Scalability: As your organisation grows, User Groups streamline the addition of new users by automatically assigning the correct permissions through group membership.

3. How to Create a User Group

Note: User Groups management is not available in the Tapkey app. It is required to use the Tapkey web portal. 

1. Navigate to User Groups in Tapkey Web Portal:
   • Log in to your Tapkey account and go to the "User Groups" section.

2. Create a New Group:

1. • Click on the “ADD” button.
   • Enter a name for the group that clearly identifies its purpose (e.g., "Office Staff", "Maintenance Team"). In this screenshot: "Server Room Group" 

4. Managing Members within a User Group

• Add Members: To add new users, simply go to the group details page, open the MEMBERS tab and select the Smartphone User from the list of registered users or enter a new on. The “ADD” button allows to add new members. Once added, each member will inherit the group permissions. 

• Removing Members: To remove a member, click on the ellipsis button and then select “REMOVE”.

5. Managing Grants Within a User Group

• Assign Access Permissions to the Group:
  Go to the "Grants" section and assign the necessary access rights to the group. All members will automatically receive the assigned permissions.

6. Best Practices for Using User Groups

• Organise by Role: Group users based on their roles or departments to make it easier to apply role-based permissions.
• Regularly Review Groups: Periodically review group memberships and permissions to ensure they remain aligned with the current access requirements.
• Use Clear Group Names: This helps administrators easily identify and manage groups, especially in larger organizations.

Overview of Roles