Effectively organizing your team in Waybook starts with Member Groups. Groups simplify permission management, allowing you to set access levels and completion requirements at scale—rather than assigning them individually.
When inviting new members, you can assign them to Groups from the start, ensuring they have the right access and tasks set up as soon as they join. Structuring your Groups efficiently keeps your content organized and ensures every team member gets exactly what they need from day one.
In this guide, we'll walk you through the benefits of Member Groups and some best practice tips.
Why Use Member Groups?
Member Groups make it easy to manage access to Subjects, Documents and Learning Paths in a way that aligns with your organization’s structure. Instead of assigning permissions user by user, you can simply place team members into groups and apply permissions once for the entire group. This saves time, reduces errors, and ensures consistency across your Waybook.
Types of Member Groups
Structuring your organization's Member Groups will depend on how your team operates. Here are the three most effective approaches:
Vertical Groups
These groups are based on departments or teams, ensuring that employees within the same function have access to relevant content. Examples include:
Sales Team – Access to sales playbooks and client onboarding guides.
Marketing Team – Access to brand guidelines, campaign strategies, and reporting templates.
HR Team – Access to policies, employee handbooks, and compliance training.
Horizontal Groups
These groups are based on roles that span across departments, ensuring that employees at the same level or function get the right level of access. Examples include:
Managers – Access to reporting tools and leadership training.
New Starters – Access to onboarding documents and company introduction materials.
Contributors – Access to specific subjects where they are responsible for content creation.
Combination of Both
For more flexibility, you can mix Vertical and Horizontal structures. This ensures that team members receive department-specific content while also having access to role-based learning materials. For example:
A Marketing Manager may be in both the Marketing Team Group and the Managers Group, allowing them access to marketing documents as well as leadership training.
✨ Learn how overrides work and how you can combine group and individual permissions for more flexible access control.
Best Practices for Using Member Groups
Keep Groups Organized – Avoid unnecessary overlap by clearly defining group structures.
Use Groups for Scale – Assign permissions at the group level rather than to individual users.
Regularly Review Groups – Ensure that permissions align with team changes and organizational needs.
By leveraging Member Groups effectively, you can maintain clarity, consistency, and efficiency in managing team permissions, ensuring that each team member has access to the knowledge they need to succeed.
If you have any questions about Member Groups or would like support configuring your own team's setup, reach out to your account manager or get in touch with the Waybook support team.