Manage groups and group admins

Use groups for departments and teams within one Bearly organization. A group can have its own members, assigned policy, administrators, and shared projects. Prepaid organizations can use these controls without buying or assigning seats.

Open a group

Open your account menu → Organizations → organization name → Groups, then select a group.

Organization admins can manage every group. A Group admin manages only their assigned groups. Other organization members see Shared projects, limited to projects they can already access.

To create a group, an organization admin selects Add group, enters a Group name, and selects Add group again. The group appears in the list; add members next.

A Synced group comes from your identity provider. Its name and synced membership are managed there. A synced group and a separate Bearly organization with the same name remain separate; matching names do not move members or shared projects between them. See Microsoft Entra provisioning for setup.

Add members and appoint admins

People must already belong to the organization before you add them to a group.

1. Select the group and open Members.
2. As an organization admin, use Find an organization member to add…, then select Add beside a result. As a group admin, enter the person’s exact Organization member email and select Add member.
3. Confirm that the person appears in the group’s member list.

Only an organization admin can select Make group admin beside a member. The Group admin badge confirms the role. Select Remove admin role to revoke it. Granting this role does not make the person an organization admin or give them additional access to project content.

Select Remove to remove a manual membership. Group admins can remove ordinary manual members; organization admins handle group-admin membership removal. For a synced-only member, Remove is unavailable: change the membership in the identity provider. If both manual and synced membership exist, removing the manual membership preserves the synced membership.

Set policy and group settings

Open the group’s Policy and settings section.

Organization admins can choose a Policy, set its Priority, switch Active on or off, and select Save. A direct member policy takes precedence. Otherwise, the highest-priority active group policy applies. Priorities for active groups with assigned policies must be distinct.

Group admins can rename manually created groups and customize an assigned policy. An organization admin must assign the initial policy first.

1. Select Customize group policy.
2. Adjust the policy settings.
3. Select Save in the policy editor.

Customization creates a policy specific to this group. It preserves the shared policy used by other groups; later changes to that shared policy do not update this customized copy. Organization admins retain control of Monthly spend limit, which applies per managed-domain member. Group admins can see it but cannot change or clear it. A member-specific spending limit still takes precedence.

An organization admin can deactivate a group or delete a manually created group. Deactivation ends access and policy application through that group. Deletion also removes the group itself. Synced groups are removed through the identity provider. Other organization or individual project permissions still apply.

Review usage

For a managed organization, organization admins and the group’s admins can open the group’s Usage section. Choose 1 mo, 3 mo, 6 mo, or 12 mo, then expand a member to inspect their models and months.

The report includes successful calls with a positive user-billed cost for current active members whose email matches the organization’s managed domain. Usage begins no earlier than both their organization membership and group membership. Departed and suspended members are excluded.

Note

Allowance used is usage for the selected report window, not the person’s remaining balance or allowance reset window. A member in several groups can appear in each report. Do not add group totals together as an organization invoice or treat them as separate group bills.

Find shared projects

Open Shared projects to see projects shared with the group that you can access. If Load more projects appears, more projects remain to be checked. An empty first page does not mean no matching projects exist.

Project owners manage access in the project’s Settings → Collaboration panel. Open Share or Manage, find the group under Groups, and select the appropriate role. Group administration alone does not grant project ownership.

If a change fails

If Bearly shows an error, confirm that you still administer the organization or group, then reopen Groups and check the current state before retrying. For an unavailable member, ask an organization admin to confirm that the person has an active organization membership. Change synced names and membership in the identity provider.

An organization admin can appoint another group admin if the group has no active administrator.