​​​​​​​​Managing Users

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After your WorkStation is created you need to grant access to the people who will be entering data and/or viewing results. First you need to determine ​who needs access and how much access they need. That access is granted through group assignments.

NOTE: To avoid later access issues and potential confusion, it is strongly recommended that each user is associated with a group. Review the information in Managing Groups and decide which group(s) each person needs to be in before you create their account. If you are creating subsites, be sure to review that information too.

A fundamental responsibility concerning site security is to manage who can access resources on your site.  As site owner, you control which users or groups can access your WorkStation and how extensive their access is. As a site owner, when you create the permission structure for your site or group of sites, you should balance ease of administration with the need to control specific permissions for individual securable objects, such as a site, list, or document. As with any Web site, it is also important to follow the principle of least privilege when authorizing access to the site. That is, you should grant users the fewest possible permissions they require to perform their tasks on the site.

As sites are created, three permission groups are provided by default; Owner, Member and Visitor.  A user group is a collection of users who perform similar tasks and have the same permissions for a site.

  • Owner = Full Control
  • Member = Contribute
  • Visitor = Read only

Note that you can also create new groups with the permission levels that you want.

On a WorkStation, where users of a particular workgroup are sharing documents and information, users should be added to the Member group for the specific site.

For example, you can add workgroup members that you want to allow to contribute to your Workstation to the Members group. This way they can add documents and update lists. You can also add other members of the workgroup to the Site name Visitors group so that they can read documents and view lists, but not contribute to or change information on the site. You might also want help managing the site, so you can assign some members to the Owners group, which gives them full permission to add, edit, and delete information on the site.

If there are particular lists, libraries, folders, list items, or documents that contain sensitive data that must be even more secure, you can use fine-grained permissions to grant permissions to a specific SharePoint group or individual user. Note, however, that managing fine-grained permissions can be a very time-consuming task.

(back to Site Owner Help)

Creating User Accounts

​​Site Owners no longer need to create user accounts. All you need to do is assign the user to the appropriate group. The user needs to link their existing email account to a Microsoft login. See instructions for Microsoft logins.


​Adding Users to Groups

To assign a user to a group:​
  1. Go to the gear menu and select Site settings (right above Create User).


  1. Select People and groups under the Users and Permissions section in the upper left.


  1. ​If you do not see the group you need under the Groups heading on the upper left, then click on Groups. This will display all the current groups.


  1. ​Navigate to the group you want and click on the group name.

4-GroupName.jpg ​

  1. Click on New and enter the username/email for the person(s) you want to add.
    • ​NOTE: If you want to enter multiple names at one time, separate them with a semicolon. Do not add a space after the semicolon.
  2. If you don’t want the system to send them an email, click on Show Options and uncheck the “Send an email invitation” checkbox.
  3. Click on Share.

(back to Site Owner Help)

​Creating and Managing Groups

(back to Site Owner Help)

You need to understand group permissions before you begin creating user accounts. As a site owner, you can create or delete SharePoint groups.  By deciding which users are members of these groups, you can use groups to control access to your sites and content.  Each WorkStation has three groups by default: Members, Owners and Visitors. You must assign each user to one of these groups.

NOTE: If you are going to create subsites, be sure to review the information in the Groups for Subsites before you begin creating user accounts.

Create a list of people who need to access your WorkStation and determine which of the following access levels is appropriate for each person. You will need the group assignments when you create their accounts. By default, the permissions that you grant at the main site level will also apply to any subsites created, but you can change that.

  • Members – can view, add, update and delete entries.
  • Owners – have full control. They can view, add, update, delete, approve and customize.
  • Visitors – can read/view only.

Groups for Subsites

If you are going to create subsites under your main site, you need to be sure to create the groups in the correct location so everyone receives the appropriate level of permission. Groups that need access to the main site should be created there. Groups that need access to the subsite should be created there.

Disinheriting Group Permissions

By default, group permissions granted at the main site level also apply to any subsites created, but you can change that by "disinheriting" the subsite from the main site. For instructions on disinheriting permissions on a new subsite go to the Creating Subsites section.

To disinherit group permissions from the main site:

Go to the subsite Site Settings page.  Under Users and Permissions, click on Site permissions.


You will see a list of all the people and groups. The only groups that should be here are the ones that need permission to this subsite.


Check the boxes for the group(s) that you need to delete, and select Remove User Permissions


For instructions on adding new or existing users to sites or subsites go to the Managing Users section.

Everyone who needs access to a disinherited subsite must have at least Visitor permission on the main site. That allows them to view the main site and see the links to their subsite. You need to go to the subsite to grant them separate permissions there.

Creating New Groups

You have the ability to create groups in addition to the default groups of Members, Owners and Visitors.

From the appropriate WorkStation page (main or subsite), go to the Site Settings page.  Under Users and Permissions, select Site Permissions


On the top ribbon, select Create Group



Enter the name and description for your new group


Choose the owner of this group and specify the necessary settings.


Choose the permissions for this new group and click Create


To Delete a Group

Click Site Settings > People and Groups

In the Quick Launch, click the name of the SharePoint group that you want to delete


Click Settings, and then click GroupSettings


At the bottom of the Change Group Settings page, click Delete


In the confirmation window, click OK

Email Group members

It is relatively easy to use your group member list to send an email. Here are the steps. ​

  1. Click the gear icon in the upper right of the WorkStation.
  2. Select Site settings from the dropdown list.
  3. Click People and Groups under the Users and Permissions heading.
  4. Click the group you want.
  5. Check the box at the top to select all members.
  6. Click Actions, and then select Email Users.


  7. That should open a new message in your email program with all the group members in the To field.
  8. Add the subject, text, and send!

​Remove Use​rs from a Group

On your site, click Site Settings > People and Groups


On the People and Groups page, in the Quick Launch, click on the name of the group that you want to remove users from


Select the check boxes next to the users who you want to remove, click Actions and then click Remove Users from Group.



It will ask you if you're sure you want to remove them.  Click OK to verify.