User groups let you divide a single Heymarket team into smaller groups of users, then scope what each group can see. This is useful for multi-location or multi-region businesses that want one team, one bill, and one CRM connection, but data separated by location.
A group is a collection of users. Templates, lists, and contacts can be scoped to a group.
Who can manage user groups
Only admins with the User Groups Manage permission can create, edit, or delete groups, or change who is in a group. Admins retain visibility into all groups.
Create a group
- Go to Settings > Admin > User Groups.
- Click New Group.
- Enter a name, and a description if you want one.
- Click Create group.
Add or remove members
- On the User Groups page, click Manage next to the group.
- Search for a user by name and select them.
- Click Add.
To remove someone, find them in the member list and remove them from the group. Removing a user does not delete their account or change their inbox access.
Scope a template to a group
When you create or edit a template, use the user group selector to choose which groups can see it. Leave it empty to share the template with all team members.
- Go to Templates and click Create SMS Template, or edit an existing template.
- In the user group field, select one or more groups.
- Click Save.
Template scoping is separate from inbox sharing. Share with specific inboxes controls which inboxes a template can be used in. The user group field controls who can see it.
Scope a contact to a group
Contacts are scoped through the contact record. Open a contact and use the User Groups field in the contact panel to select one or more groups. Contacts left as Shared with all team members stay visible to everyone.
You can also create a new group directly from this field with + Create new group if you have the User Groups Manage permission.
Scope a list to a group
Lists work the same way as templates. When you create or edit a list, select the groups that should have access. Leave the field empty to share the list with all team members.
- Go to Lists and click Create List,.
- Enter a name and add contacts and tags as usual.
- In the user group field at the bottom of the dialog, select one or more groups.
- Click Save.
You can also change scoping without opening the list. On the Lists page, the User Groups column shows the current scope for each list. Lists shared with everyone show as Team-wide. Use the dropdown in that column to add or remove groups inline.
List scoping carries downstream. Any broadcast or campaign sent to a scoped list is only visible to users in that group, including its reports and replies. If you scope a list after a broadcast has already gone out, the broadcast follows the list's current scope.
If you have the User Groups Manage permission, you can create a new group directly from the user group field with + Create new group.
Good to know
- Groups do not control inbox access. Inbox membership is still managed per user under Admin > Inboxes.
- Deleting a group does not delete users, templates, lists, or contacts. Anything scoped only to that group reverts to being shared with all user groups.
- Admins see all objects regardless of group scoping.
Questions
What happens if a user belongs to more than one group? They see everything scoped to any group they belong to.
What happens to my existing data when I create my first group? Nothing changes. Existing templates, lists, and contacts stay shared with all team members until you scope them.
Can I use user groups with HubSpot or Salesforce sync? Contacts do not inherit their owner's groups. Synced contacts arrive ungrouped and are visible to the whole team.