Organize tenants in groups: An example

For larger organizations, such as accounting firms, it might be a good idea to organize your tenants into groups.

In this example, the accounting firm “NonStop Accounting” has three accountants, Mathias, Nora, and William. They are each responsible for three companies. Then, they could set up the groups and tenants as shown in the picture below:

 

Specifically, NonStop Accounting has set up the following:

  • Created three groups; Team Mathias, Team Nora, and Team William. See Create new group.
  • Mathias, Nora, and William are group administrators and have all tenant permissions for the group they are responsible for. See Add group users. In this way, they can manage users and data for all tenants within their group.
  • Created three tenants for the companies they are responsible for; Company A, Company B, etc. See Create a new tenant.

 

By setting up a structure like this, users can easily be added to all tenants in a group. When a user is added as a group user, they are automatically added as a user in all tenants in that group.

HINT: This can be very practical if, for example, William is away or leaves the company, then he can add Nora or Mathias to his group and they will automatically get access to all tenants in his group.

  • By giving users All tenant permissions, they get administrator rights for all tenants in that group. In this way, they can manage licenses, users and roles at the tenant level.
  • By giving users Group administrator rights, they get administrator rights at the group level. In this way, they can manage group users, create new tenants and subgroups. In addition,  they can manage licenses at the group level.

 

NOTE: At the tenant level, on the Users tab, group users are indicated by a  Lock icon. Group users with All tenant permissions and/or Group administrator rights will always inherit their permissions and data accesses from the group level. Module access is always set at the group level for group users.

Figure: Users tab at the tenant level showing the group user William. His permissions, and data and module accesses are given at the group level.

 

Organize tenants and groups in the tree structure

You can use drag-and-drop to organize the tenants in your groups in the tree structure. You can, for example, move your tenants from one group to another. In addition, you can have a tenant in multiple groups if you want. When you move or add a tenant to a group, the group users are automatically added to the tenant you add or move.

NOTE: This functionality is only available for users with shared licenses.

Move tenant to another group

To move a tenant to another group;

  1. Click the tenant and drag it to the group header.
  2. Select the Move here

The group users in the destination group will automatically be added as tenant users.

NOTE: If you move a tenant from one group to another, the group users from the original group are removed from the tenant.

 

Add tenant to another group

To add a tenant to another group, while keeping the tenant in the original group;

  1. Click the tenant and drag it to the group header.
  2. Select the Add here

You will now have the tenant in both groups.

The group users will automatically be added as tenant users.