User groups help teams work with the same set of people more efficiently. Instead of adding co-workers one by one, administrators can create a group that people can reuse when they need to @mention co-workers in comments, assign a to-do, or add watchers to a record.
This is useful when the same people regularly review plans, approve work, or stay informed about updates.
User groups are available on the Aha! Roadmaps Enterprise+ plan. Administrators can create and manage user groups. Everyone in the account can use existing groups.
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Overview
A user group is a saved group of people in your account. Each group includes a name, a unique @mention handle, and a list of members.
You can use a user group to:
@Mention multiple people in a comment
Assign a to-do to a group of people
Add multiple watchers to a record
When you select or @mention a user group, Aha! Roadmaps only includes people who have access to the current workspace or team.
Create a user group
Administrators can create and manage user groups.
Navigate to the User menu -> Settings -> Account -> Customizations -> User groups.
Select Add user group.
Enter a name for the group.
Review or edit the @mention handle and click Save changes.
Select Manage members. Search for people or filter the list by workspace or team. Select the people you want to add, then select Add members.
Keep these rules in mind when you create a user group:
Each group name must be unique in your account.
The @mention handle can include letters, numbers, and hyphens.
Handles are lowercase and begin with @, such as @product-marketing.
Choose a name that people will recognize. For example, create groups for technical leads or product teams.
Tips for setting up user groups:
Use clear names based on function or responsibility.
Keep membership current as responsibilities change.
Create groups for repeated collaboration instead of one-time tasks.
Mention a user group in comments and notes
Mention a user group in a comment when you need input from a recurring group or want to keep key stakeholders informed.
Add or reply to a comment.
Type @, then enter the group name or handle.
Select the user group from the list of suggestions.
Post your comment.
People in the group who have access to the current workspace or team receive the notification. Group members who do not have access are not included.
For more information about mentioning people in comments, see "How to use @ and # mentions."
Assign a to-do to a user group
Assign a to-do to a user group instead of selecting each person individually. This is useful for recurring reviews and shared follow-up work.
When you select a user group, Aha! Roadmaps adds eligible group members as individual assignees. Only people with access to the current workspace or team are added.
Changes you make to the group later do not update people already assigned to an existing to-do.
Add a user group as watchers
Add a user group as watchers when the same people regularly need updates about a record.
When you select a user group, Aha! Roadmaps adds eligible group members as individual watchers. Only people with access to the current workspace or team are added.
Changes you make to the group later do not update an existing record's watcher list.