Create and Manage Groups

A group is a collection of users. You can assign or remove groups by modifying a user's profile information.

You can create as many groups needed to control which users can access Instant ID as a Service.

This section explains how to create, edit, and delete groups.

Create a Group

  1. Click > Members > Groups. The Groups List page displays.
  2. Click . The Add Group dialog box appears.
  3. Enter a Name for your group.
  4. Click Add. The group is added to your groups list.

Edit a Group Name

  1. Click > Administration > Members > Groups. The Groups List page displays.
  2. Click the group name. The Edit Group dialog box appears.
  3. Edit the Group Name as required.
  4. Click Save.

Manage Group Access

  1. Click > Administration > Members > Groups. The Groups List page displays.
  2. Click Edit on the desired group name. The Edit Group dialog box appears.
  3. (Optional) Enter the enrollment name in the Quick Filter text field and click Search to filter particular enrollment names.
  4. Click the check box under the Enable Access column to enable access to the enrollment for this group.
  5. (Optional) Click the Select All check box to enable access for all group enrollments.
  6. Click Save.

Note: Groups created prior to Instant ID as a Service versions 5.36, or users not assigned to a group, will have access to all enrollments by default. Groups created with later versions won't have access to all enrollments by default. Refer to Step 4 above to edit access for particular enrollments.

Manage Printer Access by User Groups

Overview

Printer access in Instant ID as a Serviceis managed through group-based permissions, ensuring users can only view and use printers assigned to their groups. This approach improves security, reduces clutter, and simplifies administration.

Group-Based Control
  • Users see only printers assigned to their groups.
  • Admins configure printer visibility.
  • Default printers are set by the user
Default Printer Behavior

Default printers are set by the user.(Administrators cannot set or override default printers at the group level)

Role-Based Visibility (FMaas)

Only printer access is controlled, not default settings.

  • MSP Admins can manage the visibility of MSP printers by assigning printers to user groups.
  • Users can only view and use printers assigned to them.
  • Every user can choose their default printer from the list of printers they have access to.

Prerequisites

  • You must be an Admin (or have equivalent permissions) to configure printer access.
  • Printers must be registered and online in Administration > Printers.
  • Users must belong to one or more Groups.

How Access Is Determined

  • Users can see and use printers that are enabled for any group they belong to.
  • Default printers cannot be set at the group level.
  • Default printers are set by the user.

Configure Printer Access for a Group

  1. Go to Administration > Groups.
  2. Select the group.
  3. Opens the Printers tab.
  4. Assign printers to the group.

    5. Result: Users in the group will only see and use printers assigned to that group.

Set a Default Printer

You can set a default printer only in one ways:

  1. Go to Administration > Printers.
  2. Select the printer .
  3. choose Set as default for the intended group.
  4. Confirm.
    5. Note: Users set their own default printer. Administrators cannot set default printers for a group or user.

Notes & Constraints

  • Only Admins can modify printer access and defaults.
  • Removing a printer or disabling access immediately affects visibility for users in that group.
  • Changes are recorded in the Admin Activity Log.
  • Access controls apply within the tenant; cross-tenant visibility is not supported.

Troubleshooting

  • User cannot see any printers: Check group memberships and ensure at least one printer is enabled.
  • Printer visible but unusable: Confirm printer status and supplies in Administration > Printers.

Delete a Group

  1. Click > Administration > Members > Groups. The Groups List page displays.
  2. Click for the group you want to delete.
  3. Click Delete on the confirmation prompt.

For additional information, refer to the How to Configure Groups, Roles, Users and Authenticators - Instant IDaaS video tutorial.