Kolleno supports three individual user roles:
Viewer
Member
Admin
A User Group carries its own permission set. When a group is active, its permissions override the individual permission toggles for every member letting you configure access in bulk, review before going live, and make changes in one place rather than editing each user separately.
Only Admins can create, edit, activate, or deactivate User Groups.
Creating a User Group
Go to Settings → Users & Permissions → User Groups.
Click Create Group.
Give the group a name. Group names must be unique within your company.
Save — the group is created in an inactive state by default.
Configuring Group Permissions
Open the group and go to the Permissions tab.
Toggle on or off the permissions you want this group to control. The available permissions mirror individual user permission toggles, including:
Reporting Access
Workflows Access
Bulk Communications Access
Templates Access
Audit Logs Access
Collector Tasks Access
Kolleno Payments Access
Payouts Access
Salesforce Data Access
Manage Tags
Chasing (customers & invoices)
Click Save. A confirmation modal will appear listing all changes since the last save — review and confirm.
Adding and Removing Members
Open the group and go to the Members tab.
Search for and select the users you want to add, or remove existing members.
Changes are staged locally until you click Save.
On save, a confirmation modal will list every member added or removed since the last save. Review carefully and confirm.
Tip: If the group is active, the modal will warn you that changes take effect immediately for all affected members. If the group is inactive, the modal will note that changes are saved but won't affect anyone until the group is activated.
Activating and Deactivating a Group
Groups are inactive by default. This lets you configure permissions and add members without affecting anyone until you are ready to go live.
Open the group.
Use the Active / Inactive toggle at the top of the group screen.
If the group has members, a confirmation prompt will appear before the status changes.
Each group displays a status indicator:
🟢 Green dot — Active (permissions are live for all members)
⚫ Grey dot — Inactive (configured but not yet enforced)
Important: Activating a group immediately applies its permissions to all members, overriding their individual settings. Deactivating restores each member's individual permissions exactly as they were before joining the group no settings are lost.
How Group Permissions Affect Members
When a user is a member of at least one active group:
Their individual permission toggles in the Edit User screen become read-only.
A banner displays: "Permissions managed by [Group name]. Edit the group to change access." with a direct link to the group.
Their Role (Admin / Member / Viewer) remains independently editable.
When a user belongs to multiple active groups, they receive the most permissive union of all those groups' permissions — if any group grants access to a feature, the user has it.
When a user has no active group, their individual permission toggles apply as normal.
Customer Portfolio Scoping via Groups
If your account uses Customer Portfolio Access, you can assign portfolios directly to a User Group. When a group with assigned portfolios is active, its members will only see the customers within those portfolios — overriding their personal portfolio assignments.
If a group has no portfolios assigned, members' personal portfolio access is unchanged.
Portfolio scoping only applies when Customer Portfolio Access is enabled for your account. Contact support if you are unsure whether this applies to you.