Manage group members

Assign group roles to members

This article is for administrators. To manage your own groups, visit the Google Groups help.

In Google Groups, you can use roles to assign permissions to members of your group. There are 3 default roles for every group, and those roles can’t be removed. You can also create custom roles.

You can modify the permissions for default and custom roles for every group. Permissions determine who can view, post, and moderate content and manage members and settings in the group.

About the default roles

Owner

Members with the owner role have these permissions:

  • Send messages to the group.
  • Add or remove group members, including owners.
  • Change a member’s role (for example, from member to owner).
  • Change group settings.
  • Delete the group.
  • Export group memberships and messages.

You can assign the owner role to any group member. However, a group can’t have the owner role for another group.

Administrators are automatically assigned the owner role for all groups in an organization, including groups that users create.

Recommended

Members with the owner role have the greatest control over the group, so we recommend keeping the number of owners low. 

Manager

By default, managers can do everything that owners can do except:

  • Delete the group.
  • Make another member an owner.
  • Change an owner’s role to manager or member. 

Group owners can set any permission to owner-only, further limiting what managers can do. However, managers always have the ability to adjust group settings themselves.

A group can’t be a manager of another group.

Member
Everyone in a group has the member role. Any permissions that are set for the member role are automatically given to managers and owners.

View or change permissions for roles

You can change what owners, managers, and members can do in your group, such as approve messages, view members, or delete posts. Depending on your organization’s group settings, you can also allow everyone in your organization or everyone on the web to perform certain tasks. You can also set permissions for any custom roles you create.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Group settings.
  4. At the top right, next to Advanced, click Turn on "".
  5. For each setting, choose which users get that permission:
    • For default roles, entire organization, and everyone on the web—Move the slider to the correct role.
    • For custom roles—Click the list next to the sliderand thenselect the role.
      Selecting a custom role assigns the permission to anyone who is assigned either this custom role or the default role you selected on the slider.
      Some permissions cannot be assigned to custom roles.
    Permission settings reference
  6. Click Save changes.

Permission settings reference

Section name
& permission setting
Description

General

  • Who can view conversations
Users can view conversations in Groups if these are enabled
  • Who can post
Users can start and participate in group conversations
  • Who can view members
Users can see the group's members list

Member privacy

  • Who can contact group owners
Control who can send messages to group owners
  • Who can view member email addresses
Control who can view member email addresses

Posting policies

  • Who can reply privately to authors
Control who can send email to authors privately
  • Who can attach files
Control who can post messages with attachments
  • Who can moderate content
This includes approving, deleting, and locking messages and conversations
  • Who can moderate metadata
This includes categorizing content and all Collaborative inbox features
  • Who can post as group
This includes posting messages from the group's email address

Member moderation

  • Who can manage members
Control who is allowed to add and remove group members
  • Who can modify custom roles
Control who can create, delete, and update the name and description of custom roles

See or change a member’s default role

You can change a group member’s default role in either the Admin console or Groups. To change a member’s custom role, see Add members to a custom role.

Using the Admin console
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Groups.
  3. Click the name of a groupand thenMembers.
  4. (Optional) To filter the list of members, at the top, click Add a filter and select a filter. Enter text to search and click Apply to filter further.
  5. Under Role for the user you want to change, click the Down arrow ""and thento select the new role.
  6. If you want to change the role for any other users, repeat the steps.
  7. Click Save.
Using Groups

This task requires the Who can manage members permission.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Members.
  4. Point to a member and in the Role column, select a role.

Give several members the same default role

You can easily assign the owner, manager, or member role to multiple members at the same time.

Using the Admin console
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Groups.
  3. Click the name of a groupand thenMembers.
  4. Check the box next to each member whose role you want to change.
  5. At the top, click Bulk Changeand then Role.
  6. Select a role and click Apply.
Using Groups

This task requires the Who can manage members permission.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Members.
  4. Point to each member whose settings you want to change and check the box next to their name.
  5. Above the list on the right, click Change role "".
  6. Select the new role.

Create and assign custom roles

If you want a role that’s different from the default roles, you can create a custom role. Members who have the Who can modify custom roles permission can also create and delete custom roles. Some permissions can only be given to owners, managers, and members and not to custom roles.

To assign permissions to custom roles, see View or change permissions for roles.

Create or edit a custom role
  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Group settingsand thenMember moderation.
  4. Under Custom roles, click Create custom role.
  5. Enter a name and description for the new role.
    Name the role something that can be shared publicly and is singular (for example, “Contributor,” not “Contributors”).
  6. Click Create role.
  7. To edit the role name or description:
    1. Under Custom roles, next to the role name, click Edit "".
    2. Enter a new name or description.
    3. Click Save changes.
Add members to a custom role

If you have the Who can manage members permission, you can add group members to or remove them from custom roles.

Only members who are already in the group can be added to the role. If a member is later removed from the group, they’ll also be automatically removed from the custom role.

  1. Sign in to Google Groups.
  2. Click the name of a group.
  3. On the left, click Group settingsand thenMember moderation.
  4. Under Custom roles, next to the role name, click Edit "".
  5. Enter the member’s email address.
  6. When the member’s entry appears, select it. Or, to select the first entry displayed, press Enter or Return.
  7. (Optional) Repeat steps 5 and 6 to assign additional members to the role.
  8. Click Add members.
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