Groove User Management: Users Page
In Groove's Manage My Org settings, you can update your user licenses, teams, roles, and other settings.
License Management
After your trial period ends, you must explicitly assign Groove licenses to the users who want to use Groove.
You can assign Core licenses to users in Salesforce, but we recommend assigning licenses directly from Groove. Assigning licenses during the trial period means that everything will work seamlessly when the trial period ends.
It is also much easier to assign the correct licenses to your users, whether a Core, Flow, Dialer, or SMS license.
Note: You must be a Salesforce admin to assign licenses unless non-SFDC admins are given the Salesforce permission set called "Manage Package Licenses" and the Groove Role of "Admin."
Assigning Licenses to new Groove Users
If you're adding new users who still need to set up their Groove accounts, click 'Import SFDC Users' (top right) and search for those users by name or email.
This will show you a list of all users in your Salesforce organization. You can select one or multiple users to add to Groove:
After you add users, Click "Next" then decide which licenses to assign users.
Suppose you'd like to send them a "Getting Started with Groove" setup email; check the box at the bottom of the screen. Click "Finish" to assign the licenses.
- Core License: required to use Groove.
- Flow Unlimited License: users can executes Flow actions.
- Dialer License: users can use the Dialer feature to make/ log outbound calls and receive inbound calls.
- SMS License: users can send SMS via the Dialer.
Assigning/Modifying Licenses for existing Groove Users
- Select one or multiple users.
- Click the "Actions" button and click "Manage License."
- Assign or Un-assign licenses to individual users. Or select them all to assign or un-assign in bulk! Click the Actions button to the bottom right to assign or un-assign the license.
Assigning Licenses to Users directly from Salesforce (not recommended)
- In Salesforce, go to Setup and find the item Installed Packages
- Find the row that says Groove and click Manage Licenses
- On the Package Details page,e click Add Users to pick and add licenses
- Alternatively, you can also un-assign licenses by clicking the button Remove in the respective row
Note: In some cases, a user that was made inactive still has a license assigned to them, and you can't un-assign the license since the inactive user is not displayed on this page. To un-assign the license, refer to the instructions above.
Admin Logging in as a User
Groove allows admins to log in as users to audit templates and check the progress of flows they are using.
- Admins can log in as users by clicking on their profile picture (from anywhere in Groove) and selecting "Login as a user."
- Simply search for a user's name, email address, or Salesforce ID to log in as your chosen user.
- To log back into your account, simply click the profile picture in the top right corner again and select "Log back in as myself."
Viewing and Updating User Settings
To customize the display on your Users page
Go to Settings icon (top right) > check or uncheck the columns you want to see or not:
-
License columns: Yes/No, based on whether the user has that license
-
Email Throttling: The maximum amount of Flow emails a user can send daily.
-
Teams: Which Groove team are the users on,comma-separated
-
Role: The Groove role of each user (standard, analyst, team lead, admin)
-
Flow Enabled: Yes/No, based on whether the user can use Groove flows
-
Email/Calendar Sync: Yes/No, based on whether the user has those settings enabled
-
Call Recording: The user's call recording setting (Optional, Enforced, or Disabled) - Dialer Customers only
-
Status: The user's current status is based on the following descriptions:
| Status | Description |
| Invited | User was assigned a core license but hasn't gone through the onboarding steps on either Groove Chrome Extension or Groove Outlook Add-In |
| Active |
User has a core license and completed all of these steps:
Google users:
- Installed Groove Chrome Extension
- Logged into the Groove Extension at least once and successfully connected their Salesforce account to Groove
Microsoft users:
- Installed Groove Chrome Extension
- Installed Groove Outlook Add-In
- Logged into the Groove Extension at least once and successfully connected their Salesforce account to Groove
- Logged into Outlook and successfully connected their Salesforce account to Groove Outlook Add-In
|
| Unlicensed | User's core license was revoked |
| Deactivated |
User is inactive due to one or more of these reasons:
- Inactive user in Salesforce
- Inactive user in Gmail or Outlook
- DWA account failure
- No license assigned
- Managed Package has expired
|
Updating User Settings
You can update User settings by selecting users and clicking Actions on the top right. There are several updates you can perform:
Update Teams: Update which Groove teams a user is on
Update Role: Users can be Standard Users, Analysts, Team Leads, and admins
Assign Licenses: Assign/remove user licenses
Update Flow Settings: Disable or re-enable the use of Groove Flows
Set Email Throttle Max: Set a maximum amount of Flow emails the user can send out daily
Update Call Recording Settings (for dialer customers only):
- Optional: The user can choose which phone calls to record
- Enforced: All calls made into states or regions without two-party consent will be recorded
- Disabled: No calls made by the user will be recorded
Deprovision Dialer Numbers: Remove a user's Groove phone number (mainly used if the rep wants to switch to a phone number in a different territory). *For Dialer customers only
Update Email/Calendar Sync: Enable or disable email/calendar sync for users
Check Connection Status: Check if the selected users are currently connected to Salesforce and their Google/Microsoft account
Export Selected Users as CSV: Export user settings and license information
