Users registered as Members on an Enterprise account plan can create Groups and invite other Members to join.

The Groups tool makes inviting other users on an Enterprise account efficient and easy. Create Groups and invite Members; share designs with those Group Members only; use Folders to organize designs in a Group. We've laid out all that and more below.

NOTE: This article describes how Members on an Enterprise account can use Groups. Check out this article for more information on what Admins can do.


Pssst 🤫
Would you rather watch a video version of the article? Check out our video quick start guide here:


Learn how Members on Enterprise accounts can:

  1. Manage your Group(s)

  2. Manage your Group Membership(s)

  3. Manage designs in your Group(s)

  4. Organize your Group with Folders

Back to Top


1. Manage your Group(s)

As a Member you can create private or public Groups in your organization and invite Members in your organization to join them; you can delete any Group that you've created, and remove any Member from your Group.

TIP: Don't worry! Designs shared in a 
Group won't be deleted if the Group is;
Members who used to be in the deleted
Group will just lose access to them.
The designs will still be accessible
(and shareable!) by the user who created
them, on their individual "My Designs"
page.

Create a Group

Create a Group by clicking on "Add Group" in the left sidebar (accessible from the Home page, under your organization name and any other Groups):

[Video description: User moving through sequence of actions to create a new Group, as described above. End.]

Or create a new Group from the Groups page by clicking the green "Add Group" button in the top right-hand corner:

[Video description: User moving through sequence of actions to create a new Group, as described above. End.]

TIP: You must set the group type to 
PRIVATE or PUBLIC when you create the
group. You can always change this
under the organization "Group" page in
the future.

Type the name you want to give your group into the "Group name" field in the "Add a group" modal (box) pictured below:

[Image description: A close-up of the "Add a group" modal (box) described as described above. End.]

Choose how others in your organization will be able to interact with your Group.

Select "Public" or "Private" from the menu next to "Access within the organization".

  • Public Group:

    • other Members in your organization will be able to see the designs and folders in the Group whether or not they have joined

    • other Members can add themselves to this Group

  • Private:

    • other Members in your organization will not be able to see designs and folders in this Group unless they are an Admin or you have invited them to join the Group

    • other Members must be invited by you, or an Admin, or request an invitation in order to join this Group

Click the green "Add Group" button to create your Group.

Your new Group will appear in the left sidebar of your Home page under your organization, and in the Groups list page.

[Image description: The "My Designs" Home page of Venngage open, with a users's designs visible in the right view pane. The left sidebar has a dark red square highlighting the section below "Team Templates, where three Groups are displayed under the organization name "Venngage". End.]

Back to Top

Delete a Group

As a Member, you can delete any Group you created. There are a couple ways to do this:

➡️ From the main page of your Group

Click on your Group name in the left sidebar, under your organization name, to open your Group's main page.

Click on the small down arrow by the Group name at the top of the page.

[Image description: Close up of the a group name header with the down arrow circled in dark red. End.]

This will bring up the option to "Delete Group".

Click "Delete Group". A warning prompt will appear, advising "This will permanently delete the group [Group Name]. Deleting this group will delete all associated data, such as folders."

Click "Cancel" to abort the action, or click the red "Delete" button to delete the Group.

[video-to-gif output image]

[GIF description: User moves through deleting a Group from that Group's main page, as described above. End.]

➡️ From your organization's Groups list

Click on the name of your organization from the Home page in the left sidebar menu to bring up the page that lists every Group in your organization.

Find the name of your Group in the list.

Click the three dots "meatballs" menu at the end of the row the Group name is in. This will bring up the option to "Delete Group."

Click "Delete Group". A warning prompt will appear, advising "This will permanently delete the group [Group Name]. Deleting this group will delete all associated data, such as folders."

Click "Cancel" to abort the action, or click the red "Delete" button to delete the Group.

[video-to-gif output image]

[GIF description: A user moves through deleting their Group from the organization Group list, as described above. End.]

Back to Top

Change Group type (public or private)

As a Member, you can manage other Members' access to your Group(s) by setting the Group type to "Public" or "Private".

You can set your Group to "Public" or "Private when you create the Group, or change it after you've created your Group.

To change your Group to "Private" or "Public", click on the name of your organization in the left sidebar from the Home page to access your organization's Groups list.

On the "Groups" page, locate your Group in the list. Under the Group Type column, click the down arrow next to the type (either "Private" or "Public") to bring up the options; select the type you'd like to change the Group to and click to select it.

Back to Top

View other Groups in your organization

Click on the name of your organization from the Home page in the left sidebar menu to bring up the Groups page.

This page lists all of the Groups (public and private) in your organization.

[video-to-gif output image]

[GIF Description: The user clicks on the organization name "Venngage" in the left sidebar from the Home page. The page loads, showing two tabs:"Groups" and "Members". The user clicks on "Groups". The page shows a table with listed "Group Name", "Owner", "Members" and "Group Type". End.]

TIP: As a Member, you can see every Group
created by anyone in your organization
organization, and you can access any
PUBLIC Group in your organization.

Under "Groups", you will see a complete list of Groups in your organization.

[Image description: Close-up of Venngage Groups page pictured above, open to the "Groups" tab. End.]

This list is embedded in a table, divided into the following columns:

  • Group Name - The name given to the group by the user who created it

  • Owner - The user who created the group

  • Members - Number of members currently in the group

  • Group Type - Public Group or Private Group

TIP: This list can be filtered by "Group 
Type" (that is, Public or Private) using
the drop-down menu next to "Type", to the
right above the list table.

Click on any Group name in the list in order to open that Group's main page and see their Folders and designs, and a complete list of the Group's Members.

TIP: If the Group type is "private" and you
have not been invited to join the Group,
clicking on the Group from the Groups list
will display a message indicating the group
is private and you need to be added by an
admin in your organization to view it.

Back to Top


2. Manage your Group Membership(s)

As a Member, you can invite other Members in your organization to join a public or private Group you created; invite a guest outside your organization's Enterprise account to view the designs in your Group; remove any Member(s) from your Group; or invite yourself to join a public Group in your organization.

Invite a Member to join your Group

Access the Group you want to invite a Member to.

Click on the name of your Group in the left sidebar from the Venngage homepage. You can also access your Group by clicking on the name of your organization in the left sidebar and clicking on your Group name in Groups list.

From the Group's main page, click on the Members tab. You can find this tab at the top of the Group page, to the right of the Group Name and the "Designs" tab.

The Members tab will load a list of all the Members currently in your Group.

[GIF Description: A user clicks on the Group "Business Team" in the left sidebar. The Groups page loads, showing multiple design folders. At the top of the page, next to the Group name, the tab "Designs" is underlined in blue. The user mouses over the tab "Members" to the right and clicks. End.]

Click the green "Add Members" button to the top right of the list.

[video-to-gif output image]

[GIF description: On the main page of a Group, a user clicks the "Members" tab as described above. A list of the Members in the Group loads, and the user clicks the green "Add Members" button. The user types into the text field in the "Invite Members modal (box) that appears; a list of Members opens underneath, and the user clicks the name of the user they want to invite. The user clicks "+ Add another" under the first text field and repeats the process. The user then clicks the green "Send Invite" button at the bottom of the modal. A message appears that says "Invite sent" and shows the email addresses of those who had been invited. End.]

Start typing the name or email address of the Member you want to invite in the "Invite Members" modal (box) that appears.

As you start to type, Members who are already registered to your organization's Enterprise account will appear as automatic suggestions as you type. Click on the Member you want to invite. You can add as many as you want, as long as those Members aren't already in the Group.

Remove the name of a Member you don't want to invite by clicking the "x" at the end of the text field where their email address appears in the Invite Members modal.

[video-to-gif output image]

[GIF description: A close-up of the "Invite Members" modal (box). A user removes the email of a Member as described above. End.]

Click "Send Invite" when you're ready to send those invites out and add Members to the Group. You'll see a pop-up with the email addresses of the Members you invited after you click "Send Invite". The Member(s) will receive an email notification that they've been invited.

Back to Top

Invite a guest to view Group designs

Use the same process for inviting a Member to a Group to invite someone outside your organization to view designs shared in a Group.

Type in the email address of the guest and click outside the text field or hit Return (the Enter key) to confirm; then click "Send Invite" to invite them to view the Group.

TIP: Guests who are invited to view designs
in a Group in your organization have to
register for a Venngage account and log in
to access the Group. Guests can only view
designs shared in the Group, not edit them.
Guests cannot see any of the organization
Groups they have not been invited to join.

Remove a Member from your Group

As a Member, you can remove any Member from any Group you created.

Access your Group. To do this, click the name of your Group in the left sidebar, under your organization name, or click the name of your Group on your organization's Groups list page.

Click on the Members tab at the top of your Group's main page, beside the name of the Group and the "Designs" tab. This will open a list of the Members in the Group.

Click on the three dots (meatball) menu at the end of the row where the Member's name appears in the list, beside their Role.

Click "Remove User". A "Remove Member" modal (box) will appear that will advise you that remove the Member from the Group will remove any designs they've shared from the Group. You can click "Cancel" or the "x" at the top right corner of the modal to exit without removing the user.

Click the red "Remove" button to remove the Member from the Group.

[video-to-gif output image]

[GIF description: A user moves through removing a Member from a Group as described above. End.]

Join a public Group in your organization

As a Member you can add yourself to any public Group in your organization, the same way you would invite a member to join your Group.

Open the Group, and type your email address into the "Invite Members" modal (box), then click "Send invite".

You'll get an email with a link to the Group, but you can just refresh your browser to update the Members list and see yourself added to the Group.

Back to Top


3. Manage designs in your Group(s)

Groups are ideal for sharing designs with specific users in your organization, and collecting them all in one place where you can collaborate and share feedback with Group Members.

You can share your own designs in any Group you created or joined, and remove your designs from any Groups you've shared them in.

Share a design in a Group

There are a couple ways to share a design in a Group. You can share a design from your "My Designs" page, or from within a design that you're working on in the Venngage Editor.

➡️ From your My Designs page

From the My Designs page, click "Share".

[video-to-gif output image]

[GIF description: From the Venngage "My Designs" page, the user hovers over the preview tile of a design and clicks "Share". A "Share this design" modal (box) appears, and the user types the name of a group into the text field under "Share with groups". The user then scrolls down in the left sidebar under their organization name and selects the Group they shared the design to. When the user clicks on the Group, the design they shared is visible in that Group's page. End.]

➡️ From a design you're working on in the Editor

From inside the Editor, click the green "Share" button, located to the right in the top toolbar, between the "Preview" button and the comment icon.

[video-to-gif output image]

[GIF description: From the Venngage editor the user clicks the green "Share" button in the top toolbar. A "Share this design" modal (box) appears, and the user types the name of a group into the text field under "Share with groups". The user clicks "Share" and then "Don't Send" on the optional notification email box. End.]

In the "Share this Design" modal (box) that appears, enter the name of the Group(s) you'd like to share your design with. As you start to type, autocomplete will bring up matching Groups in your organization that you have created or joined.

Select the Group(s) you want, then click "Share".

NOTE: When you select the Group(s) you want and
click "Share", a second box will appear, asking
"Would you like to share this design to your
team by email?"

If you want to send an email to Members in the
Group letting them know you've shared your
design, you can do so, and include a customized
message. Type your message and click "Send".

Click "Don't send" to share the design to the
Group WITHOUT sending a notification email.

Members of the Group will be able to see your design and access it by clicking "Edit"; they can make changes to the design, work on it with you and other Group Members in real-time, and leave comments on the canvas.

View the designs you've shared with each Group by clicking on the Group name under your organization name (located in the Home page left sidebar).

Back to Top

Remove a design from a Group

You can only remove designs that you have shared from a Group. This won't affect the design; you can still access it from "My Designs", but it will no longer be visible to Members of the Group you shared it with.

[Video description: A user sharing a design in Venngage with a Group as described above, and then unsharing the same design, as described below. End.]

TIP: Watch the video above from the 0:55s 
mark to see a user unshare a design
from a Group.

Remove (unshare) a design from a Group by clicking "Share" on the design preview tile in your "My Designs" page,

This will bring up the same "Share this Design" modal box that allowed you to share the design, and will display a list of whichever Group(s) you already shared the design with, under the header "Shared with".

Next to the name of the Group you want to remove the design from, click the down arrow beside "editor" and select "unshare design". Close the modal (box).

The design has been removed from the Group.

[optimize output image]

[GIF description: On a Group page, a design named "Download Format" is visible. The user clicks on "My Designs" in the left sidebar and mouses over the preview tile for the "Download Format" design that was shared in the Group. The user clicks "Share". In the modal (box) that appears, the user clicks the name of the Group the design is shared in, and to the right of the Group name clicks on the down arrow next to where the group is labelled "editor". A menu appears with the word "editor" checked and "unshare design" underneath it. The user clicks "unshare design" then closes the modal, and clicks on the Group name in the left sidebar. The "Download Format" design is no longer shared in the Group. End.]

Back to Top


4. Organize your Group with Folders

In any Group in your organization of that you either created or joined, you can create as many Folders as you want; add a design to any Folder in the Group; and delete or rename any Folder that you created.

Create a Folder

In your Group, click the green "New Folder" button in the view pane, or, if this is your first Folder, click the box under the page title that says "Create New Folder" (pictured below):

[Image description: Close up of the Groups "Folders" page with the page title visible and a bounded box that says "Create New Folder" beside an icon of a folder with a plus sign. End.]

In the "New Team Folder" modal (box) that appears, type the title you want to give your new Folder. Don't worry, if it's not right, you can change it later. Click "Create" to create the new folder or "Cancel" to opt out.

Move designs into a Folder

There are a couple ways you can move a design into a Folder in a Group.

➡️ Drag and drop the design by dragging the tile into the Folder

Click and hold on the preview tile of the design you want to move in the Group and drag it over to the Folder, then release:

[video-to-gif output image]

[GIF description: User clicks into a Group from the left sidebar, then hovers over a design preview tile. The user clicks and drags the design toward the Folder in the Group and releases, and the Design disappears from the Group Designs page into the Folder. End.]

➡️ Use the Gear icon menu to select the Folder you want to move the design to

Hover over the design preview tile in the Group.

Click the Gear icon to open the options menu.

Click "Move to Folder" and then select the Folder you want to move the design to. This is especially helpful if your Groups has a long list of Folders to choose from!

When you click the Folder, the design will disappear from the main Group page or the Folder it is currently in, and a message overlay at the top of the page will notify you that your design has been moved. You can open the Folder to check out your design's new home, as in the GIF below:

[video-to-gif output image]

[GIF description: A user moves through moving a design into a Folder from the Gear icon menu as described above. End.]

Remove a design from a Folder

In the Group page, click on the Folder you want to remove the design from.

NOTE: You can remove any design from any
Folder in any Group you have joined or
created, even if it's not your design. It
will just move the design back to the
main page of the Group.

Hover over the design preview tile to see the action buttons; click on the Gear icon at the top right corner of the tile.

Click Remove from Folder. The design will disappear from the Folder.

[video-to-gif output image]

[GIF description: A user moves through removing a design from a Folder in a Group as described above. End.]

Back to Top

Delete or rename a Folder

To rename or delete a Folder, click on the Folder you want to modify in the Group.

TIP: Admins can create and delete Folders
in any Group, even ones they haven't
created or joined.

Click the down arrow next to the Folder name at the top of the page, where it appears next to the Group name.

Click "Rename" and type a new Folder name into the modal (box) that appears, then click "Rename" to confirm or "Cancel" if you want to leave the Folder name as-is.

[video-to-gif output image]

[GIF description: User clicks on a Folder in their Group and then renames it as described in the process above. End.]

Click "Remove" to delete the Folder. When the modal (box) comes up, it will let you know that removing the Folder won't delete the designs in the folder; it will just kick them back to the top level of your Group.

Click the red "Remove Folder" button to get rid of it or click "Cancel".

[video-to-gif output image]

[GIF description: User clicks on a Folder in their Group and then deletes it as described in the process above. End.]

Back to Top


WATCH THE QUICK START VIDEO

Watch the quick start video above for an overview of the topics discussed in this article. Follow along with a Venngager as they navigate through the Groups as a Member!

Back to Top


Related articles:

Curious about upgrading? Compare our plan features side by side.

Did this answer your question?