Groove User Management (Users Page)

Learn how to assign licenses, update user settings, and ensure that your team is set up for success

Feb 5, 2025
Knowledge

Created Date

2/5/2025, 4:09 PM

Last Published Date

2/5/2025, 4:18 PM

Article

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

From Manage My Org > click 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

Viewing relevant information on your users' accounts

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

Title

Groove User Management (Users Page)

URL Name

User-Management-Users-Page