Managing Users and Groups

Once you've added users to your Ontario environment, the next step is managing them effectively. The Users and Groups screens provide centralized control over your team structure, allowing you to view user details, modify access levels, organize teams, and perform bulk operations efficiently.

Whether you're managing a small team or a complex multi-entity organization, understanding how to use these management tools helps you maintain security, streamline collaboration, and scale your user base as your needs evolve.

Accessing the User and Group Management Screens

Both the Users screen and Groups screen are accessible from the Ontario landing page, providing environment-level oversight of your entire user base and group structure.

To access these screens, navigate to the Ontario landing page and click either the Users or Groups tab at the top of the page.

Working with the Users Screen

The Users screen displays a comprehensive table of all users in your Ontario environment. This centralized view allows you to quickly assess your user base, identify role distributions, and take action on individual or multiple users.

Understanding User Table Columns

The Users table provides key information about each user at a glance. Here's what each column tells you:

Table Controls and Filtering

The Users table includes powerful controls at the top that help you navigate large user lists and find specific individuals:

• Search Bar: Enter a user's name or email to quickly locate them (minimum 3 characters)
• Show Filters: Access advanced filtering options to narrow results by role, group membership, or status
• Pagination: Navigate through pages of users using the arrow controls when you have more than 20 users
• Create + Button: Add new users directly from the Users screen (covered in Adding and Inviting Users)

Managing Individual Users

Each user row includes a three-dot action menu (⋮) on the right side that provides access to individual user management functions:

Performing Bulk User Actions

When managing multiple users simultaneously, Ontario's bulk actions feature dramatically improves efficiency. Instead of modifying users one at a time, you can select multiple users and apply changes to all of them in a single operation.

Selecting Multiple Users

Each user row includes a checkbox on the left side. Click the checkboxes to select individual users, or use the header checkbox to select all users on the current page. As you select users, a dark action bar appears at the bottom of the screen showing how many users are selected.

Available Bulk Actions

Once users are selected, the following bulk actions become available in the action bar:

Bulk Action Workflow

Here's the typical workflow for performing bulk actions:

Working with the Groups Screen

Groups provide a powerful way to organize users into functional teams and manage access at scale. Rather than assigning users to projects individually, you can add entire groups to projects, making it easy to grant or revoke access for teams of people simultaneously.

Understanding the Groups Table

The Groups screen shows all groups with key details about composition and access. Each row displays:

Creating New Groups

Click the Create + button at the top right of the Groups screen to open the Create Group modal. You'll need to provide:

• Group Name: A descriptive name that clearly identifies the team's purpose (e.g., "Analysts Manufacturing", "Admins Consulting")
• Description: Optional details about the group's purpose or membership criteria
• Owner: The user responsible for managing this group (defaults to you)
• Members: Select users to add to the group from the dropdown list
• Instance/Project: Optionally assign the group to specific projects immediately

After clicking Save, a toast notification confirms group creation, and the new group appears in the Groups table. Members are immediately added and will have access to any assigned projects based on their role within the group.

Managing Existing Groups

Each group row includes a three-dot action menu providing these management options:

Strategies for Structuring Your Organization

How you organize users and groups in Ontario can significantly impact collaboration efficiency, security, and administrative overhead. While there's no single "correct" approach, certain patterns work well for different organizational structures.

Common Group Organization Patterns

Consider these approaches when designing your group structure:

Scaling Your User Structure

As your Ontario environment grows, keep these principles in mind to maintain manageability:

Example: Multi-Entity PE Firm Structure

Here's how a private equity firm with multiple portfolio companies might organize groups in Ontario:

Best Practices for User and Group Management

What's Next

Building scalable teams: Effective user and group management is the foundation of a secure, collaborative Ontario environment. By organizing users into logical groups, performing efficient bulk operations, and following best practices for access control, you create a structure that grows with your organization without becoming unmanageable. Regular reviews and thoughtful group design ensure your team can collaborate efficiently while maintaining appropriate security boundaries.