How to Create User Groups in Quickbase

Quickbase offers a variety of native features designed to improve user efficiency, including Groups. Groups provide a streamlined way to manage user access, making them one of the most efficient methods for adding multiple users to an application. Instead of inviting users individually by entering email addresses and assigning roles, you can add an entire group at once—automatically inviting all members.

The sections below outline how to create a group, as well as how to add and remove members.

Key Benefits of Creating User Quickbase:

1. Save time when adding users
Instead of inviting users one at a time, you can add an entire group to an app in a single step. This is especially useful for onboarding teams or rolling out new apps.

2. Simplify access management
Groups let you manage permissions at a higher level. You can assign roles to a group rather than configuring access for each individual user.

3. Maintain consistency in permissions
By assigning the same role to all members of a group, you ensure consistent access levels across similar users (e.g., all sales reps or all managers).

4. Enable scalable user management
As your organization grows, groups make it much easier to manage large numbers of users without constantly updating permissions individually.

5. Control data visibility
Groups can be used to restrict which records users can see, ensuring they only access relevant data (e.g., by department, region, or team).

6. Reduce administrative overhead
Adding or removing a user from a group automatically updates their access across apps, minimizing manual updates and reducing the chance of errors.

7. Support organizational structure
Groups can mirror real-world teams (departments, regions, roles), making your app structure more intuitive and easier to manage.

How to Create a User Group in Quickbase

Step 1: Click the ‘Users’ icon in the top-left of your browser;

Step 2: Click the ‘Share app with new user’ button;

Step 3: Next, click the Address Book icon;

Step 4: In the pop-up, choose ‘Groups’ in the drop-down

• Then click ‘Create a new group’;

Step 5: Give a name

• Add a descriptions for your group and click ‘Create Group’

How to Create a Group Alternative if you are a Billing Account Administrator

Step 1: Click the dropdown arrow icon next to your name in the top-right of your browser. Then click the Manage Company link;

Step 2: Navigate to the ‘Groups’ tab on the left hand men

Step 3: Click the ‘+New Group’ button in the top-right corner. Then enter a group name (follow naming conventions outlined above);

How to Add or Delete a User from a User Group in Quickbase

Step 1: Repeat steps 1 through 4 of How to Create a User Group in Quickbase

• Or repeat steps 1 through 3 of How to Create a Group Alternative if you are a Billing Account Administrator

Step 2: Click the hyperlink in the row of the group you want to add additional users to;

Step 3: In the new pop-up window, click ‘Add members or managers’ in the top-left;

Step 4: Enter the email addresses of the users you want to add to the group and click ‘Save’.

Step 5: To delete a member, select the ‘remove’ checkbox next to their name and click ‘Save’.

How to Create a Group Record in Quickbase

Once a group is created and populated with the appropriate users, you can further enhance its value by restricting record access based on group membership.

This feature helps ensure users only see relevant information as your application scales by automatically limiting visibility to records created by members of their group.

• For example, users can be grouped by region or department, allowing them to view only the records associated with their specific team or area.

Step 1: Go to your App Settings;

Step 2: Click ‘Roles’;

Step 3: Choose the role you want to restrict and then in the ‘Permissions’ tab

• Change the ‘View’ and ‘Modify’ columns to ‘Group’s Records’ to restrict the records a particular role can view and modify.

1. What is a user group in Quickbase and how does it work?

A user group in Quickbase is a collection of users that can be managed together for access and permissions. Instead of assigning roles individually, administrators can add a group to an app, automatically granting all members the same level of access. This simplifies user management and ensures consistency across teams.

2. How do I create a user group in Quickbase?

To create a user group in Quickbase, navigate to the Admin Console or Users section, select “Groups,” and choose “New Group.” From there, you can name the group, add users by email, and save. Once created, the group can be assigned to applications and roles.

3. Why should I use user groups in Quickbase instead of individual user access?

Using user groups in Quickbase saves time, reduces administrative effort, and ensures consistent permissions. Groups are especially helpful when onboarding new employees, managing large teams, or scaling applications across departments or regions.

4. Can I control data visibility using user groups in Quickbase?

Yes, Quickbase user groups can be used to restrict data access. By combining groups with role-based permissions and record rules, you can ensure users only see records relevant to their team, such as by department, region, or project.

5. How do I add or remove users from a Quickbase group?

To update a Quickbase user group, go to the Groups section, select the group you want to edit, and add or remove users as needed. Changes take effect immediately, updating access across any apps where the group is used.

• Author: April Barragan
• Email: abarragan@quandarycg.com
• Date Updated: 04/01/2026