Managing Intranet Audiences and Permissions

User Groups in the People & Skills Finder are how administrators control who can create content and who can access reporting across the Prosper Intranet. By organising users into groups with defined rights, you give the right people the right level of access.

Who this is for: Administrators only

Read time: 6 minutes

What are User Groups?

A User Group is a named collection of users who share the same set of rights in the Intranet. Rather than assigning content or reporting permissions to individuals one at a time, you assign rights to a group and add the right people to it.

User Groups are managed inside the People & Skills Finder — the central place in Prosper where administrators view, organise, and configure the people in their organisation.

Typical User Groups include:

Content Authors — staff who create and publish Hub posts, documents, and announcements.
Site Managers — managers who publish content scoped to their site only.
Compliance Team — users who manage policy documents and acknowledgement audiences.
HR Reporting — users who need access to Intranet engagement reporting but don't create content.
Communications — the team responsible for organisation-wide announcements.

Prerequisites

You must have Administrator permissions in Prosper to assign permissions in User Groups.
The Intranet module must be enabled for your organisation.
Users must have active Prosper accounts to be added to a User Group.

How to create a User Group

Step 1 — Open the People & Skills Finder

From the Prosper main menu, navigate to People & Skills Finder > User Groups.

Step 2 — Open User Groups

Select the User Groups tab.

Step 3 — Create a new group

Select Add Custom Group.

Step 4 — Name and describe the group

Enter:

Group name — clear and role-based (for example, Site Content Authors, not Group 4).
Description — a one-line summary of who this group is for and what they can do. Future administrators will thank you.

Step 5 — Assign content rights

Under the Content Rights section, toggle the rights this group should have.

If the group's rights should be limited to specific areas of the Intranet, use the Users selectors to restrict to:

Search by name
By Teams, By Locations, By Positions
Or any variation of the above

Step 6 — Assign reporting rights

Under Permissions, select Manage Intranet.

Step 7 — Save the group

Select Save Group. The group is now active and the users in it immediately have the configured rights.

Editing a User Group

Open People & Skills Finder > User Groups.
Select the group from the list.
Edit Permissions to update the group name, description, rights,, or members as needed.
Save Group.

Removing a user from a group

Open the group.
In the members list, locate the user.
Select "x" to Remove from group.

The user retains any rights granted by their other group memberships, if any.

Deleting a User Group

Delete a group only if it's no longer needed. Deleting a group:

Removes the group's rights from every member.
Does not delete the users themselves.
Does not affect any content the group's members have already created.

From the group detail page, select Delete Group and confirm in the modal.

Troubleshooting

A user can't see content options they should have access to.
Confirm the user is in the right group, and that the group has the expected content rights enabled. Ask the user to log out and back in if changes were made recently.

I added a user to a group but they don't see the new rights.
Most rights apply on next session refresh. Ask the user to refresh their browser or log out and back in. If the issue persists, confirm the user's account is active.

Can a user be in multiple groups?
Yes — and this is often the right design. For example, a Site Manager might be in a site-specific content group and in an organisation-wide reporting group.

Can I bulk-import users into a group?
Use the user picker's search and multi-select to add users in bulk.

What happens when a user leaves the organisation?
Deactivating the user in Prosper automatically removes their effective access.

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