Introduction

Managing teams, departments, or user roles effectively within an HRMS is essential for ensuring seamless communication and task delegation.

uKnowva HRMS allows administrators to create and manage User Groups, which act as logical clusters of users sharing common roles, responsibilities, or access levels.

These groups can be used to apply workflows, assign tasks, or configure access rules. Whether you're segmenting users by departments, job functions, or seniority levels, creating user groups helps streamline system administration.

This article explains the steps to create a new user group in uKnowva HRMS so you can organize your workforce more efficiently and apply configurations that best match your organizational needs.

Step 1: Accessing the Configuration Panel

To begin, log in to your uKnowva HRMS instance using your admin credentials.

Once you are logged in, move your cursor to the top-right corner of the screen and click on your profile icon.

A drop-down list will appear displaying several system-related options. From this list, select the uKnowva Configuration option.

This will take you to a dedicated configuration interface where you can manage various administrative and system-level settings.

Step 2: Navigating to the User Group Manager

Once you're inside the configuration panel, turn your attention to the left-hand side menu.

Scroll through the available configuration categories and select User Group Manager.

Clicking on this will open a new interface where you can view all existing user groups in the system.

This page provides an overview of group hierarchies, their descriptions, and the number of employees under each group.

Step 3: Creating a New User Group

To create a new group, locate the Add New Group button positioned at the top-right corner of the User Group Manager interface and click on it.

This will open a form where you can define the new group's details.

Start by selecting the Subgroup Of field if your new group needs to fall under an existing group hierarchy.

Next, enter a Title that clearly represents the purpose or department the group belongs to.

In the Description field, provide a short summary of the group's role or function to help other admins quickly understand its purpose.

If you wish to use automation for assigning users to this group, toggle the switch to enable Auto-assignment Rules.

This feature ensures that new users who meet specific criteria (like department, location, or role) are automatically added to the group, minimizing manual effort.

Once all required details are filled in accurately, click the Save button to successfully create the new user group.

Conclusion

That’s it!

You’ve now successfully created a user group in uKnowva HRMS.

By following this process, you ensure that your workforce is well-structured, allowing for more efficient administration, better workflow configurations, and streamlined access control.

User groups simplify many HR operations and help maintain clarity across roles and departments.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..