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Add a user to a group

Add a user to a group

Add an individual person to an existing group. Group memberships control access in Google Workspace, Microsoft 365, and other connected platforms.

Before you start

  • You must be an admin for the current school.
  • The group must already exist. See Create a group if you need to make a new one.

Steps — via the group edit page (recommended)

Step 1 — Open the Groups page {#step-1}

Select Groups in the left sidebar.

Step 2 — Open the group {#step-2}

Find the group and select Edit on its row.

The group edit page opens on the Details tab.

Step 3 — Switch to the Members tab {#step-3}

Select the Members tab at the top of the edit page.

Step 4 — Search for the user {#step-4}

In the Add a member or group… search box at the top of the Members list, start typing the person's name or username.

Results appear as you type. Groups appear in the results too — selecting one puts that whole group inside this group instead of adding a person; see Put a group inside another group.

Step 5 — Select the user {#step-5}

Select the person from the search results. They are added to the group immediately.

You can repeat steps 4–5 to add more members one by one.

Result

The user appears in the group's member list. At the next sync, their membership will be reflected in connected platforms (Google Workspace, Entra, Active Directory).

A membership you add by hand is locked — it is kept even if the MIS stops sending it, and it shows a Locked badge in the member list. See Membership options.

If cloud sync is paused for the school, the membership is saved in Realsmart now and sent to the connected platforms when sync resumes.

Alternative — add a group from the user's own page

If you are already looking at one person, you can add them to a group without leaving their page:

  1. Open the user and select the Memberships tab.
  2. In the Add to a group… search box at the top, start typing the group name.
  3. Select the group from the results. It appears in their list immediately.

The search box on this page offers groups only — to add people, work from the group's Members tab as above.

Alternative — add to a group from the Users page

You can also add one or more users to a group from the Users list using the Add to group bulk action:

  1. Go to Users and select the user(s) you want to add.
  2. In the action bar at the bottom of the page, select Add to group.
  3. Search for and select the group.
  4. Confirm.

See Bulk add to group for more detail.

Troubleshooting

  • "I can't find the user in the search" — make sure you are on the correct school. The search only shows users in the current school.
  • "The Members tab is empty" — the group exists but has no members yet. Use the search box at the top of the tab to add the first member.
  • "I need to add many users at once" — see Bulk add to group or Import cohorts.
  • "These people should always match another group" — put that group inside this one instead of adding them one by one; see Put a group inside another group.

Related

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