Admins are users with administrative permissions on an Enterprise account.

This opens up a world of possibilities when using Groups to share and collaborate on designs with other users your organization. What can you do as an Admin? What can't you do might be the better question. We've laid it all out for you below.


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


  1. View Groups and Group Members

  2. Create and Delete Groups

  3. Share and remove designs in a Group

  4. Manage Group Members and Access

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1. View Groups and Group Members

Groups you've created or joined are displayed in the left sidebar under your organization name, like this:

[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.]

Click the name of any Group in the left sidebar to open that Group's main page.

View All Groups

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 an Admin, you can see every Group
created by any Member or Admin in your
organization, and access any Group in the
organization whether it is public or
private and whether you've joined or not.
Members can see the Group list on this
page, but cannot access Private Groups
unless they have been invited to join.

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.

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View Members

From the Groups page, you can click on the "Members" tab to display a complete list of Members in your organization, divided into the following columns:

  • Name - The name of the user who is a Member of one or more of the organization's Groups

  • Email - The email address linked to the user's Venngage account

  • Role - The user's Role within the organization (in the Venngage account)

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

TIP: Sort Group Members by clicking the
arrow next to the Role menu at the top of
the Members page. The list is set to
display all Group Members by default; you
can filter by "Admin", "Member" or "Guest"
users.

Members of a specific Group

Open a Group's main page to see a list of the Members in a specific Group.

Click on the Group's name in the Groups List; or, if you're the creator or a Member of the Group, just click on the Group name from the left sidebar.

[video-to-gif output image]

[GIF Description: The 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.]

From the Group's main page, click the "Members" tab at the top, to the right of the Group name and "Designs" tab.

The Members page will display a list of Members in the group and their details:

  • Name: First and last name of the Member

  • Email: Email address associated with the Member's user account

  • Role: Reflects whether this person is an "Admin", "Member" or "Guest" in the organization

[Image description: Close-up of a Group page as described above, open to the "Members" tab. The column headers "Name", "Email", and "Role" are visible. End.]

TIP: Sort Group Members by Role with the menu
at the top of the page, below the Group name.
By default, it's set to display all Roles;
click the down arrow next to "All" and select
the Members you'd like the list to display.
Filter by "Admin", "Member" or "Guest" users.

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2. Create and Delete Groups

Admins can create public or private Groups, and can delete any Group they've created, or any Group (public or private) created by other Members in the organization. This is helpful when if you need to start over from scratch when organizing projects and project teams; alternatively, you can just remove (one or more) Members from a Group without deleting the Group itself.

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 the Group by selecting "Public" or "Private" from the menu beside "Access within the organization".

  • Public Group: Members will be able to see the designs and folders in this Group whether or not they have joined; Members can add themselves to this Group.

  • Private: Members will not be able to see designs and folders in this Group unless they have joined or created the Group themselves; Members must be invited by the group creator or an Admin in order to join the 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.

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Delete a Group

Admins can delete any Public or Private Groups in their organization, whether they created the Group or not.

You can delete a Group from the list of all the Groups in your organization, or from accessing a Group's main page.

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, via their individual "My Designs"
page.

[Video description: User deleting a Group from their organization's Groups list, as described below. End.]

➡️ From your organization's Groups list

Delete a Group by clicking on your organization name to load the Groups list page, or click on the Group name (under your organization), in the left sidebar.

From the Groups list page, scroll down to the Group you want to delete and 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."

➡️ From the main page of a Group

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

TIP: Members can delete any Group they created; 
they can't delete Groups created by others.
Guests can only view Groups they've been invited
to, and view designs in those Groups; they cannot
view other Groups, or modify, create or delete
any Groups.

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3. Share and remove designs in a Group

Admins can share their designs to any Group in their organization. Admins can remove designs they've shared from any Group, but cannot remove any design(s) another Member has created and shared within a Group.

Share a design to 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 the 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.

When you've selected with the Group(s) you want, 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).

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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: 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 Sharing modal box that allows you to share the design, and will display a list of whichever Group(s) the design is already shared 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; to confirm, go to the Group page and check to see that it no longer appears there.

[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.]

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Organize Group designs with Folders

As an admin, you can create as many Folders as you want in any Group, and move any designs in a Group into a Folder, or remove any design from a Folder. You can delete or rename Folders in any Group.

Create a new 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 a design into a Folder

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

➡️ Drag and drop the design tile

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 menu

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.]

Rename or Delete 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.]

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4. Manage Group Members and Access

As an Admin you can invite Members in your organization to any Group, invite guests outside your organization to view designs in any Group, remove a Member from any Group, and change the type of any Group to "public" or "private". With great power comes great responsibility; learn more about how to manage group members and access below.

Invite a Member to a Group

As an Admin, you can invite a Member to any Group in your organization.

➡️ Invite a Member to a Group you're a Member of

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

➡️ Invite a Member to a Group in your organization

Click on the name of your organization in the left sidebar to access the Groups list, and click on the name of the Group you want to invite a Member to, to open the Group's main page.

From the Group's main page, click on the Members tab. A view of all the Members in this Group will load.

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, the 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.

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Change a Member's Role (user permissions)

Open your organization's Groups list page and click over to the Members' tab:

[video-to-gif output image]

[GIF description: A user navigates from the main organization Group list page to the Members' page by clicking on the "Members" tab at the top of the page. End.]

Locate the name of the user you want to change the permissions of; in the Members list, at the end of the row their name appears in, under the "Role" column, click on their role.

[video-to-gif output image]

[GIF description: A user navigates a list of Members in their organization. At the end of the row a user's name appears in, clicking on their "Role", which is listed as "Member", brings up a menu. Choosing "Admin" brings up a modal (box) titled "Grant admin access". Clicking the green "Grand access" reloads the page; the user is now listed as an Admin under "Role". End.]

This will bring up a menu to change the user's role. This will affect the user's access and permission.

There are three possible Roles for a user in an organization:

  • Guest: The user can preview the designs in any Group they've been invited to join. They cannot create or invite themselves to Groups, and cannot edit any designs in any Groups, even ones they're a Member of.

  • Member: The user can edit designs in any Group they've created or joined. They can create Groups (private or public), invite themselves to public Groups, and view, edit, or leave feedback on any designs shared in public Groups or Groups they have created or joined.

  • Admin: The user can access and edit any Group in the organization; invite themselves to any Group; assign any Role to any Member of the organization; remove Members from Groups or from the organization.

In order to assign a user a new Role, click on the name of the Role in the drop-down menu at the end of the row the user's name and information appear on, in the list on the organization's Members tab.

When you change the user's Role, a modal (box) will pop up, asking you to confirm the action. Click "Cancel" to leave the user's Role unchanged, or the action button to confirm the Role change.

[video-to-gif output image]

[GIF description: A user navigates a list of Members in their organization. At the end of the row a user's name appears in, clicking on their "Role", listed as "Admin", brings up a menu. Selecting "Member" brings up a modal (box) titled "Revoke admin access". Clicking the red "Revoke access" reloads the page; the user is now listed as an Member under "Role". End.]

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Invite a guest outside your organization to view a design in a Group

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 a Group

As an Admin, you can remove any Member from any Group in your organization, even a Group someone else created or one you haven't joined.

Open a Group's Member page. If you're a Member of the Group, click the name of the Group in the left sidebar, under your organization name. If you're not a Member, click on your organization name in the left sidebar and use the Groups list to find the Group name and click on it to open the Group's main page.

Click on the Members tab at the top of the 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.]

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Change Group type (Public or Private)

Manage Group access by setting the Group type to "Public" or "Private".

Admins can change the Group type to Public or Private for all Groups in an organization.

[Video description: User changes a Group type from the organization Groups page, as described below. End.]

To change a Group type to "Private" or "Public", click on the name of your organization in the left sidebar from the Home page.

On the "Groups" page, locate the Group in the list you want. 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.

TIP: If you are inviting Members who are already 
registered to your organization's Enterprise
account, their names will appear as automatic
suggestions as you type, and you can select them
from the list in the INVITE MEMBERS box.

For Guests not registered with your organization's
Enterprise account, you will need to manually
enter their email address and they will need to
register for a Venngage account to sign in and
see designs shared with them in a Group.

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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 an Admin!

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