Manage user groups

Last updated October 7, 2026

User groups are named collections of EnergyCAP users that make it easy to share content and send notifications to the same set of people repeatedly. Instead of selecting individual users each time you share a report or dashboard, you select the group.

User groups are managed in Settings > Users and Roles > User Groups.

What user groups are used for

Steps to add a new user group

User Groups tab in Users and Roles listing the groups Accounting, CarbonHub Training, Demo Users, EnergyCAP, Reporting, and Sustainability Team, with an arrow pointing to the Add User Group button.

  1. Go to the Settings menu (Gear icon).
  2. Select Users and Roles.
  3. Click the User Groups tab.
  4. Click Add User Group.
  5. Enter a name and description.
  6. Add users to the group by selecting their email address. A user must have an email address to be included in a group.
  7. You can add users that don't exist in EnergyCAP by entering their email address. This new user is created with the Basic Contact role.

    In this dialog, any limited user has a different icon in front of their email address.

    Add New User Group dialog with the name New Group, the description Making a new group, and the user demo_billentry, with a callout explaining that an email address that does not match a user can be clicked to create the user with the Basic Contact role.

    Add New User Group dialog with the users demo_billentry and a new email address user, with a callout reading Limited user pointing to the limited user icon.

  8. Click Save. A success banner is shown.

Steps to edit a user group

  1. Go to the Settings menu (Gear icon).
  2. Select Users and Roles.
  3. On the User Groups tab, click the pencil for the group you want to edit.

User Groups tab in Users and Roles with an arrow pointing to the pencil icon for editing the Accounting user group.

If an inactive user is changed to active, their previous group memberships are restored.

Create a user group with a spreadsheet

  1. In the Create dialog, click Setup Spreadsheets.
  2. From the Setup Spreadsheets Log, click Download and choose the create User Groups spreadsheet.

    Animation of the Setup Spreadsheets Log with the cursor on the Download button next to the Import and Done buttons. Only the first frame was reviewed.

  3. If you don't have any groups, you will not see any rows listed in your spreadsheet.

    Create User Groups spreadsheet with empty Group Name and Description columns.

  4. Add your group names, save the spreadsheet, and upload it to EnergyCAP.

    Create User Groups spreadsheet with the group names Facility Managers and Main Campus Building Managers entered in the Group Name column.

Add users to the group with an update spreadsheet

  1. Download the update User Group Members spreadsheet and assign users to each group.

    Download menu on the Setup Spreadsheets Log showing the Update Spreadsheets list with GL Records & Subcodes, Groups: Building Group Members, Groups: Meter Group Members, Meters, Readings, User Group Members, User Groups, Users, and Vendors.

  2. Select either a Full Name in column C or a Username in column D.

    Update User Group Members spreadsheet with the groups Facility Managers and Main Campus Building Managers and empty Full Name [Username] and Username columns.

    To quickly add a large group of people, copy and paste the usernames into column D from an Update Users spreadsheet. Add as many rows as needed.

    Update User Group Members spreadsheet with user names entered in the Full Name [Username] column and usernames entered in the Username column for Facility Managers and Main Campus Building Managers.

  3. Save the spreadsheet and upload it to EnergyCAP.

    Regardless of the number of users added or removed, the Setup Spreadsheets Log indicates the number of groups updated. In this example, three groups were updated.

    Setup Spreadsheets Log with the Update User Groups Sheet and Update User Group Members Sheet rows both complete, and 3 records highlighted as successful for the Update User Group Members Sheet.

Filters help you manage user group members

To manage a specific user's group membership, apply filters before downloading the Update User Group Members spreadsheet. For example, if you filter by the user "amr", the spreadsheet includes all groups that include that user.

Update User Group Members dialog with the Username filter set to equals amr and the Download Spreadsheet button.

The spreadsheet lists each group the member belongs to. All group members are listed in addition to the selected member.

Remember when you delete a row from the spreadsheet you are deleting the user from the group.

Update User Group Members spreadsheet listing the users assigned to Group 1 and Group 2.

Manage groups with an update spreadsheet

Manage group names and descriptions or delete a group with an update User Groups spreadsheet.

  1. From the Setup Spreadsheets Log, download the update User Groups spreadsheet.

    Download menu on the Setup Spreadsheets Log showing the Update Spreadsheets list with User Groups highlighted.

  2. Update the group name and description. Select Delete User Group to delete the group.

    Update User Groups spreadsheet with the columns Existing Group Name, Group Name, Description, and Delete, with Facility Managers renamed to Facility Managers Main Campus and Main Campus Building Managers marked DELETE USER GROUP.

  3. Save the file and upload it to EnergyCAP.