Groups
Organize users into groups for easier project access management and team structure.
Groups let you organize users within your organization, for example by team, department, or office location. Instead of adding users to projects one by one, you can assign an entire group to a project and all group members automatically get access.
Groups are created and managed in Group Management, reached from the avatar menu under Group Settings.
What Groups Are For
Project access: Assign an entire group to a project so all members get access at once. See Project Roles > Group Access for details.
Team structure: Reflect your organization's structure (offices, departments, disciplines) so admins can manage users by team rather than individually.
Settings and insights: Group Admins can manage notification locks and custom insight preferences at the group level.
How Groups Work
Each group has a name, an optional description, and one or more members. A user can belong to multiple groups at the same time: for example, a user can be in both an "Engineering" group and a "London Office" group. Adding a user to a group is additive: their other group memberships are unchanged.
One group can be marked as the default group. New members added to the organization are automatically placed in the default group.
Both the default flag and the settings-group flag are set per group on the group's Overview tab, in the Settings section.
Setting the Default Group
The default group is where every new organization member lands automatically. Exactly one group is the default at any time.
To change which group is the default:
Go to Group Management and open the group you want to make the default.
On the Overview tab, find the Settings section.
Turn on Set as default group for organization.
If another group is currently the default, confirm the swap in the Change the default group? dialog. The flag is moved to the new group and cleared from the old one.
Expected result: the chosen group is now the default; new members are added to it automatically.
Note: you cannot turn the default flag off directly; an organization must always have exactly one default group. To move it, turn the flag on for a different group, which clears it from the current one.
Settings Group
A user's settings group determines which group's settings (notification locks and custom insight preferences) apply to them. A user can belong to many groups, but only one of those groups may be marked as a settings group: this avoids ambiguity over which group's settings cascade to the user.
In the Group Management table, the Settings Group column marks which groups are configured as a settings group.
To set or unset a group as a settings group:
Go to Group Management and open the group.
On the Overview tab, find the Settings section.
Turn Use this group for member settings on or off.
Expected result: when on, this group's settings cascade to all of its members.
If turning it on would put any member in two settings groups at once, the change is rejected with a conflict. Resolve it by removing the affected user from one of the conflicting groups first, then try again.
Creating and Managing Groups
To create a group, go to Group Management and click Add Group. From there you can:
Set the group name and description
Add or remove members
Assign group admins
After the group is created, open it to set its default and settings-group flags on the Overview tab (see Setting the Default Group and Settings Group) and to assign it to projects.
Group Admin Role
A Group Admin is a user who has been granted scoped admin authority over one or more specific groups. It is not an organization role: a Group Admin keeps whatever org role they already have (Member by default), and the badge can be assigned to any user in the organization, including Owners and Admins. The same user can administer multiple groups.
Within the groups they administer, a Group Admin can:
Add or remove members
Edit the group name, description, and group-level settings (notification locks, custom insight preferences, learned words)
A Group Admin cannot create or delete groups, and cannot grant or revoke the Group Admin badge for other users. Those actions are reserved for Owners and Admins.
To assign or remove the Group Admin badge, open a group from Group Management and edit its admins list. Granting and revoking the badge is restricted to Owners and Admins.
Managing Group Membership
Anyone who can manage a group's membership can add or remove any user in the organization, regardless of that user's organization role. Adding an Owner or Admin to a group does not change their org-wide authority; the membership row is purely about group association.
Create or delete groups
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Add or remove users in a group
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Edit group name, description, and settings
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Grant or revoke the Group Admin badge
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Mark a group as the default or settings group
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¹ Group Admins can only act on groups they administer.
To manage a group's membership, go to the group's members page in Group Management and use the Add members button.
Syncing Membership from Microsoft Entra ID
Organizations that connect Microsoft group sync (under Admin → Integrations → Microsoft) can map a Cogram group to a group in their Microsoft Entra ID directory. Once mapped, the Cogram group's membership mirrors the Microsoft group: members added or removed in Microsoft are added or removed in Cogram on the next sync.
A few things to know:
Sync is one-directional and membership-only. Cogram never changes anything in your Microsoft directory, and the group's name, settings, admins, and project assignments stay managed in Cogram.
Cogram syncs every mapped group automatically about once an hour. A member you add to (or remove from) the Microsoft group gains (or loses) their Cogram group access — including access to any projects the group is assigned to — on the next sync, usually within an hour. To apply a change immediately, an Owner or Admin can open the group's Microsoft Sync tab and choose Sync now.
Only direct members of the Microsoft group are synced. Users who belong via a nested group are not included — they appear the same way on the group's Members page in the Azure portal.
Microsoft members are matched to Cogram users by email address. Members without a matching Cogram user are counted as skipped; no account is created for them.
While a group is mapped, its membership cannot be edited in Cogram — the Members page is read-only for that group. Remove the mapping to edit members manually again; existing membership is kept.
Mapping a group, running a sync, and removing a mapping are restricted to Owners and Admins. The group's Microsoft Sync tab shows the sync status and a history of recent runs. Expand any run in that history to see exactly which members it added or removed.
If a sync fails — for example the Microsoft group was deleted or admin consent was revoked — syncing pauses and existing membership is preserved until the issue is resolved.
Groups and Project Access
When a group is assigned to a project, all members of the group automatically get Member access to that project. Group-assigned users appear in a separate Via groups section in the project's members list.
If a user is both directly added to a project and a member of an assigned group, their effective role is the higher of the two: a direct Owner keeps Owner; a direct Viewer is elevated to Member by the group; a direct Member stays at Member.
Because a user can belong to multiple groups, project access via groups is a union: a user keeps access as long as they are in any assigned group. To revoke a user's group-based access to a project, either remove them from every assigned group that grants that access, or unassign the group from the project in Group Management.
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