Access groups: who uses which part of Lynkarr

Groups of people, Microsoft 365 groups kept in step, and Off, On or Blocked for each feature.

What they are

Open Settings, then Access groups. A group is a list of people and the features they can use. A person gets every feature of every group they are in. Without a feature, its menu item is gone, its pages refuse them, and the API refuses it too.

Access groups are part of Business and Enterprise. Only people who manage the team can change them.

Making a group

1. Open Settings → Access groups and press New group.
2. Give it a Name and, if you like, a Description, and press Save changes.
3. Under People, choose someone from Add a person… and press Add.
4. Under Features, set each one to Off, On or Blocked. Each choice saves as you press it.

Off, On and Blocked

On: people in this group can use it. Off: this group doesn't give it, but another group still can. Blocked: nobody in this group gets it, whatever their other groups give.

Features are listed under Create, Communicate, People, Insight and organise, and Developers. Each says Included in your plan, or Billed per covered mailbox, Billed per person or Billed per extra card for the add-ons. One your plan does not have says not on your current plan, and turning it On does nothing until the plan includes it.

Linking Microsoft 365 groups

In a group, under Microsoft 365 groups, press Link a Microsoft 365 group and pick one. Its members are in your group too, and are kept in step: when someone joins or leaves the group in Microsoft 365, it changes here on its own. Each linked group shows Kept in step, how many people, and when it was last checked. Unlink takes it off.

In the People list, someone from a linked group is marked Microsoft 365. Someone you added yourself is marked Added by hand and has a Remove button.

Admins

Admins manage groups at any time, but use only the features their own groups give them. If you manage the groups, put yourself in one too.

Everyone, and New people join

The first time an admin opens Access groups, we make an Everyone group: everybody in the company, with the features your plan includes, and new people join it. Scheduling and Events are billed per person, so they start off: turn them on for the groups that need them. Rename it, change what it gives, or delete it like any other group.

New people join, under the list of groups, is the group a person is put in when they join. Choose No group and a new person can use nothing until somebody puts them in a group.

With no groups at all, everyone uses every feature your plan includes. Once there is one group, only groups decide.

Who has what

Press Who has what on the Access groups page. It lists the features billed as add-ons and who can use each, with a count for each one. For Scheduling and Events this is what the bill counts: each person who has it. Signatures is billed per covered mailbox and Cards per card beyond your plan's included number.

On Starter, or before your first group

Where groups don't decide — on Starter, which has no access groups, and on Business and Enterprise before the first group is made — the Team page has a Scheduling tick for each person, and an Events tick on plans with Events. Both are billed per person, so only the people ticked can use them. Once you make an access group, groups decide instead.

Once you have groups, the Team page shows each person's Access groups. Tick people and press Add to group… to put them in one.

When somebody is refused

Somebody who opens a page they don't have sees that it isn't part of their access, and why: a group of theirs that blocks it, or a note to ask an admin to add them to a group that includes it. On Starter it asks an admin to turn it on for them on the Team page.

Menu, beside Access groups in Settings, only decides what is shown. It cannot give anyone a feature their access withholds.