Create and manage user groups

Roam Admins can create and configure User Groups to organize members by departments, teams, and roles, to easily automate administrative workflows across Roam.

User Group Capabilities

• Automatic Channel Assignment: When a new member joins a User Group, they’ll be added to the corresponding default Channels automatically.
• Automatic Folder Membership: Add members to shared recording folders automatically, giving them access to the meetings, Magicasts, and On-Air recordings inside.
• Automatic Meeting Filing: Use a Folder Workflow to automatically add meetings to a shared folder based on the user group of the person who starts the capture, or the link host for automatically started Meeting Link captures.
• User Group Mentions: @Mention an entire User Group at once for faster team communication.
• Invite User Groups to Meetings: Invite everyone in a User Group to a meeting with a single invite from the Video Room Invite panel.
• Lobby Round Robin & Collective Meeting Hosts: Assign a User Group to Lobby Round Robin rotations or as the host for Collective Meetings.
• Magic Minutes Auto-Start for Scheduled Meetings: You can also configure Magic Minutes to auto-start for any scheduled meetings hosted by members of a particular User Group.
• Automatic Seat Assignment: Members in the same User Group can be auto-assigned to offices near one another on the map when added to Roam via SCIM.
• Floor Access Controls: Restrict specific floors to members of one or more User Groups.

Create a New User Group

1. Go to Settings > Roam Administration > User Groups.
2. Select User Groups.
3. Click Create User Group.
4. Enter the user group details, including a photo, name, description, membership, default channels, default folders, and settings.
5. Click Create User Group.

Members will automatically be added to default channels when added to this user group. Existing user group members will automatically join any added default channels. Members can leave a default channel at any time while remaining a member of this user group.

Note: Learn how to create and manage user groups via SCIM.

Manage User Group Membership & Settings

Only a Roam admin can manage a user group.

1. Go to Settings > Roam Administration > User Groups.
2. Select User Groups and choose the user group to manage.
3. Adjust the user group settings as needed.

Add Default Folders

1. Go to Settings > Roam Administration > User Groups and select a user group.
2. Under Default Folders, click Add Default Folder.
3. Search for and select a recording folder.

User group members who are not already in the folder are added as Viewers. This applies to existing group members and people who join the group later. Existing folder members keep their roles, including Admin.

Members can leave a default folder while remaining in the user group. Removing a default folder from the group, or removing someone from the user group, does not remove their folder membership. To remove their folder access, a folder Admin must remove them from the folder’s Members tab.

Default folders give people access to recordings. To automatically add the group’s meetings to a folder, configure a Folder Workflow.

Archive a User Group

1. Go to Settings > Roam Administration > User Groups.
2. Select User Groups and choose a user group.
3. Click Archive User Group.
4. Click Archive to confirm.