Airtable user groups overview

For growing organizations, managing teams and users can take time and can cause issues when done manually. Learn how user groups can enable Enterprise admins and workspace owners to create and manage groups of users with which you can easily share bases, workspaces, and interfaces.

A few important notes:

• Users can only become members of a group if they have been provisioned and have verified their email with Airtable.

• External collaborators and read-only share link users can not be added to user groups.

• Learn more about user group permissions in this section.

Creating and viewing user groups

Note

These instructions are meant to be used by workspace owners. Admins should typically create, manage, or delete groups in admin panel.

To create a user group:

1. Visit your Airtable home screen.

2. Click your profile icon in the upper-right corner, then click Manage groups.

   1. After clicking Manage groups, a pop-up window opens, allowing you to view your groups and their members, search, filter, and create new groups.

   2. Click any of the column headers to sort the groups in the window.

   3. Click View > next to any group that you want to view or manage.

3. Click + Create a group.

   1. As the group's creator, you are automatically added to that group with group manager permissions.

Adding user group members

1. Visit your Airtable home screen.

2. Click your profile icon in the upper-right corner, then click Manage groups.

3. Click View > next to the group where you want to add new user members.

4. Click + Add members.

5. Search for your preferred member and select the checkbox next to their name.

6. Click + Add member(s).

   1. After adding a new user group member, you can optionally grant them “Group manager” permissions by clicking the checkbox next to their name below the “Group manager” column so that a green check mark appears in the checkbox.

Removing user group members

Note

You cannot remove yourself from a group if you are the only group manager in a group. Before removing yourself, you will need to assign another user group manager permissions.

1. Visit your Airtable home screen.

2. Click your profile icon in the upper-right corner, then click Manage groups.

3. Click View > next to the group where you want to remove user members.

4. Search for your preferred member and select the checkbox next to their name.

5. Click + Remove member(s).

Deleting a user group

In order to delete a user group, you must be a group manager. As a reminder, admins can delete user groups from the admin panel.

1. Visit your Airtable home screen.

2. Click your profile icon in the upper-right corner, then click Manage groups.

3. Click View > next to the group you want to delete.

4. Click Delete group.

5. A confirmation window will appear. Click Delete to confirm.

Understanding user group permissions

User groups are made up of two different permissions levels:

• Group managers

• Group members

Group managers can perform the following actions for the user group in which they have those permissions:

• Add and remove group members

• Delete that group

  • After deleting an existing user group, all members will no longer be able to access the workspaces and bases the user group previously had access to.

  • If an individual user from a user group previously had access to a workspace or base, they will retain that access even when removed on a user group level.

• Rename that group

• Assign and remove group manager permissions from other members in that group

Group permission levels:

• Group permission levels are determined by the Airtable surface(s) and permission level(s) that are shared with them.

  • Surfaces could be workspaces, bases, and/or interfaces

  • Permission levels are discussed in more depth here.

• The highest permission level (in or out of a group) of the individual user will determine their seat type.

Sharing workspaces with user groups in Airtable

The experience for sharing a workspace with a group is very similar to sharing a workspace with an individual collaborator. Note that we do not allow groups to have “Owner” permissions in workspaces at this time.

1. Open your home screen.

2. In the sidebar on the left of the screen, click the name of the workspace that you want to share with a user group.

3. Click the Share button.

4. Click into the box that says “Invite by email or groups…”

5. Search for the name of the user group you’d like to share the base with and click on the group’s name.

6. After selecting the user group, use the dropdown menu to set the permissions level for all users in that group within the base you are sharing.

7. Click Invite

   1. To change a user group's workspace permission level, you can do so from the share dialog from that workspace.

   2. You can also remove a user group from that workspace by clicking the X next to the permission level for that user group.

Sharing bases with user groups in Airtable

The experience for sharing a base with a group is very similar to sharing a base with an individual collaborator. To share a base with a user group:

1. Start by opening the base you want to share with a user group.

2. Click the Share button.

3. Click into the box that says “Invite by email or groups…”

4. Search for the name of the user group you’d like to share the base with and click on the group’s name.

5. After selecting the user group, use the dropdown menu to set the permissions level for all users in that group within the base you are sharing.

6. Click Invite

   1. To change a user group's base permission level, you can do so from the share dialog from that base.

   2. You can also remove a user group from that base by clicking the X next to the permission level for that user group.

Sharing interfaces with user groups in Airtable

The experience for sharing an interface with a group is very similar to sharing a base with an individual collaborator. To share a base with a user group:

1. Start by opening the interface you want to share with a user group.

2. Click the Share button.

3. Click into the box that says “Invite by email or groups…”

4. Search for the name of the user group you’d like to share the interface with and click on the group’s name.

5. After selecting the user group, use the dropdown menu to set the permissions level for all users in that group within the base you are sharing.

6. Click Invite

   1. To change a user group's interface permission level, you can do so from the share dialog from that interface.

   2. You can also remove a user group from that interface by clicking the X next to the permission level for that user group.

Adding groups to user fields in Airtable

1. Visit your Airtable home screen.

2. Open an existing base or click Create a base.

3. Add a multiple user field.

4. Tag/mention or create a user group.

Filtering by user groups in bases

These filters allow users with base access to filter a view so that only records assigned to a certain group or list of groups will be shown.

1. Open your preferred base and navigate to the table and view where you want to filter records.

2. Click Filter

3. Click Name and select your preferred multiple user field.

4. Under Add a user, select the user group that you want to filter by.

5. Click the gear icon and a dialog box appears stating, “Also show records with groups that include the selected user.”

   1. By toggling on this option, both individual users and user groups are shown when referenced in individual records.

Filtering by user groups in interfaces

The general instructions below showcase how to filter the records shown in a new interface page layout so that only records where a user group has been added to a specific multiple user field will be shown. Note that you can also go back and adjust filter conditions on previously created interface page in the interface editor.

1. Click Interfaces from your preferred base.

2. Select Start building and add an interface description.

3. Choose a layout and click Next.

4. Under Table, confirm your preferred interface table.

5. Click Filter and then Add condition.

6. Create a condition where “Insert your multiple user field” has any of “Select your user group.”

User group dependencies

• Cells - User groups can be added to any cell(s) as long as those cells are multiple collaborator fields; Groups are not supported in single user fields.

• Filters - Airtable filters are designed to reflect groups and individual references, allowing users to filter by both user groups and the single users who make up those groups.

Alternatives to using the user groups feature

• Enterprise Admins can use the Invite users button in their admin panel “Users” page to invite a list of emails directly to a workspace, base, or interface.

• Create an invite link restricted to the appropriate email domain(s) and share it directly with users.

• Use our Enterprise APIs to add users to a group or directly to workspaces, bases, and interfaces in bulk.

• Bulk-add users to a group via API using these SCIM endpoints. SSO is a prerequisite, as the Patch group is the specific endpoint for updating group members.

• If your SSO provider is Okta, the native Okta integration can be used for group management.

FAQs