User Groups

User Groups allow you to organize travelers and apply policies based on team, department, or any other criteria.

Why Use Groups?

Groups are essential for:

• Policy Targeting — Apply different travel policies to different teams
• Default Approvers — Automatically route approvals to the right manager
• Organization — Keep track of who belongs to which team

Example Use Cases

Creating Groups

1. Navigate to Groups
2. Click Create Group
3. Fill in the details:
   • Group Name — A descriptive name (e.g., "Sales Team")
   • Description — What this group is for (optional)
   • Default Approver — Who approves trips for this group (optional)
4. Click Create Group

Managing Group Members

Adding Members

1. Find the group in the table
2. Click Members
3. In the "Add Members" section, click the + icon next to a user

Only active organization members can be added to groups. Pending invitations can have groups pre-assigned, but they won't appear as members until accepted.

Removing Members

1. Click Members on the group row
2. In the "Current Members" section, click the - icon next to a user

Removing a user from a group immediately changes which policies apply to them.

Group Invitation Codes

Generate unique codes that allow users to join groups directly through the Helix app.

Generating Invitation Codes

1. Go to Groups page
2. Find the group you want to create a code for
3. Click to view group details
4. Generate an invitation code
5. Share the code with team members

Using Invitation Codes

For Admins:

• Generate codes for groups that need easy joining
• Share codes via email, Slack, or other communication channels
• Regenerate codes periodically for security
• Track which users joined via which code

For Users:

• Enter the invitation code in the Helix app
• Automatically join the group when code is entered
• Gain access to group policies immediately
• No need to wait for admin to add them manually

Regenerating Codes

For security, you can regenerate invitation codes:

1. Go to the group details
2. Click Regenerate Code
3. A new code is generated
4. Old code becomes invalid
5. Share new code with team members

Tracking Code Usage

View who joined via invitation codes:

• See which users joined via which code
• Track code usage and effectiveness
• Identify which codes are most used
• Monitor group growth through codes

Default Group Assignment

You can set a default group for new users:

• New users automatically join the default group
• Useful for standard policy application
• Can be changed per user after joining
• Simplifies onboarding process

Editing Groups

To update a group's name, description, or default approver:

1. Find the group in the table
2. Click the pencil icon
3. Make your changes
4. Click Save Changes

Deleting Groups

To delete a group:

1. Find the group in the table
2. Click the trash icon
3. Confirm the deletion

Policy Assignment

Groups are the connection between users and policies. Here's how it works:

1. Create a group (e.g., "Sales Team")
2. Add members to the group
3. Assign a policy to the group (in the Policies page)

When a group member books travel, the system checks which policy is assigned to their group(s) and enforces those rules.

Multiple Group Memberships

Users can belong to multiple groups. If a user is in multiple groups with different policies:

• The most restrictive rules typically apply
• You can use policy priority settings to control which takes precedence

Best Practices

Naming Conventions

Use clear, consistent names:

• ✅ "Engineering - Backend Team"
• ✅ "Sales - EMEA Region"
• ❌ "Group 1"
• ❌ "John's team"

Group Structure

Consider organizing groups by:

• Department — Engineering, Sales, Marketing, HR
• Region — EMEA, APAC, Americas
• Seniority — Executives, Managers, Staff
• Project — Project Alpha, Project Beta

Approver Assignment

• Set default approvers to reduce manual approval routing
• Ensure approvers have appropriate permissions (Approver, Travel Admin, or Owner role)
• Consider backup approvers for when the primary is unavailable

Regular Maintenance

• Review group memberships quarterly
• Update groups when team structures change
• Remove inactive groups to keep the list clean