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User groups organize workspace members into collections for easier collaboration and management. Create groups manually or sync them automatically from identity providers like Google Workspace to coordinate work and manage access within your workspaces.

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Understanding user groups

User groups provide flexible ways to organize your organization members for collaboration, access control, and workflow management.

Manual groups

Create and manage groups directly in Ravenna. Add any organization member to a group regardless of their workspace membership. Use manual groups for project teams, departments, or any custom organizational structure.
Automatically sync groups from identity providers like Google Workspace. Synced groups maintain their membership from the external system, keeping your Ravenna groups up to date with your organization’s identity provider. Synced groups appear alongside manual groups in the Groups UI.

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Create user groups

1

Navigate to groups

Go to Members in your workspace sidebar navigation, then click the Groups tab.
2

Create new group

Click + Group to open the group creation dialog.
3

Enter group details

Provide a Name for your user group (required) and add an optional Description to clarify the group’s purpose.
4

Save group

Click Save to create the user group.
User group names must be unique within your organization. You can edit the name and description later.

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Edit a group

Edit a group’s name, description, and membership directly on the group details page. Changes save automatically when you confirm each field, so you do not need to open a separate edit dialog.
1

Open the group

Go to Members → Groups in your workspace, then click the group you want to edit to open its details page.
2

Update the name or description

Click the Name or Description field to edit it inline. Press Enter or click outside the field to save, or press Escape to discard your changes.
3

Update members

Add or remove members from the Members section. You can add users from across your organization, not just workspace members. Membership changes save automatically.
Synced groups are read-only in Ravenna. To change a synced group’s name or membership, update it in the source identity provider.

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Synced groups

Sync groups automatically from identity providers to maintain consistent group membership across your organization and Ravenna.

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How group syncing works

Automatic synchronization

When you connect an identity provider integration like Google Workspace, Ravenna automatically syncs groups from the external system. Groups are created in Ravenna with matching names and membership is kept in sync.
Group membership is synchronized from the identity provider. When users are added or removed from groups in your identity provider, those changes automatically reflect in Ravenna.
Synced groups appear alongside manually created groups in the Groups UI. You can use synced groups for access control, workflow assignments, and collaboration just like manual groups.
Synced groups show their source integration, making it clear which groups are managed externally versus manually in Ravenna.

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Supported identity providers

Google Workspace

Sync Google Workspace groups automatically when you connect the Google Workspace integration. All groups from your Google Workspace organization are synced and kept up to date.
Learn how to set up Google Workspace integration
Sync Okta groups automatically when you connect the Okta integration. All groups from your Okta organization are synced and kept up to date.
Learn how to set up Okta integration
Sync Slack user groups automatically when you connect the Slack integration. User groups are synced during the initial OAuth authentication and kept up to date.
Learn how to set up Slack integration
Group sync from Microsoft Teams is not yet supported in the current beta. To sync Entra ID security and Microsoft 365 groups, use the Microsoft Entra ID integration instead. See the Microsoft Teams integration overview for beta scope.

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Managing synced groups

Synced group membership is managed in your identity provider. Changes made there automatically sync to Ravenna. You cannot manually edit membership for synced groups in Ravenna.
What you can do with synced groups:
  • Use them in for automated provisioning
  • Assign them as approvers in workflows and ticket approval rounds
  • Reference them in custom fields and forms
  • View their membership in Ravenna
What gets synced:
  • Group name
  • Group membership (users in the group)
  • Membership changes (additions and removals)

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Using groups

User groups enable consistent access management and collaboration across your organization.

Access level mapping

Map groups to in applications for automated provisioning. When users gain access to an application at a specific level, they’re automatically added to the corresponding group in your identity provider.
Learn about application access levels
Grant workspace membership from a group instead of adding people one at a time. Select groups as Member groups or Admin groups in a workspace’s General settings, and Ravenna keeps that workspace’s member list in step with the groups you picked. Members added this way cannot be removed or have their role changed by hand from the Members page.
Learn about user group membership
Grant the organization admin role from a group instead of promoting people one at a time. Select groups as Admin groups in organization General settings, and everyone in them becomes an organization admin. A role granted this way cannot be changed by hand from the Members page, though the member can still be removed from the organization.
Learn about organization user group membership
Use groups as approvers in workflows and ticket approval rounds. Assign approval tasks to entire groups instead of individual users, enabling flexible approval processes. When user groups are selected as approvers for ticket approval rounds, they are automatically expanded into individual users server-side when saved.
Reference groups in custom fields like user group select fields on forms and tickets. You can configure an allowlist on user group select fields to restrict which groups appear as options.
@mention a user group in ticket replies and private notes (including when you edit a sent message), the agent editor, and rich-text workflow form fields (such as the Send Message action body). Type @, then pick a group from the User Groups section of the mention picker.How the mention is delivered depends on the destination surface:
  • Slack: If the group is a Slack user group synced from the same Slack workspace the message is dispatched to, Ravenna renders a real subteam ping (<!subteam^…>) and every member is notified per their Slack settings.
  • Other Slack workspaces, email, and web: The mention degrades to a plain @handle (or @Group name if no handle is available). The group is not paged, and no additional followers are added.
Only Slack-synced user groups produce a real group ping. Manual groups and groups synced from Okta or Google Workspace always render as plain @name text on every surface.
Use groups to control who can see and submit specific . When a form’s audience is set to “User Groups”, only members of the selected groups can access that form in the , Slack, and ticket creation flows.
Learn more about form audience settings
Last modified on October 7, 2026