---
title: "Assign and remove User Groups in libraries"
slug: "assigning-and-removing-users-groups-in-libraries"
updated: 2026-09-28T06:23:20Z
published: 2026-09-28T06:23:20Z
canonical: "help.quickbase.com/assigning-and-removing-users-groups-in-libraries"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Assign and remove User Groups in libraries

## Add User Groups to a library

Managing access to your forms is now more efficient. You can assign **User Groups** directly to a library, allowing all members of that group to automatically gain access to the forms within that library.

This feature helps streamline access management and ensures consistent permissions across your organization.

In this article

- [**What Are Libraries?**](/fastfield/docs/assigning-and-removing-users-groups-in-libraries#what-are-libraries)
- [**Before You Begin**](/fastfield/docs/assigning-and-removing-users-groups-in-libraries#before-you-begin)
- [**Why Use User Groups?**](/fastfield/docs/assigning-and-removing-users-groups-in-libraries#why-use-user-groups)
- [**How to Add a User Group to a Library**](/fastfield/docs/assigning-and-removing-users-groups-in-libraries#how-to-add-a-user-group-to-a-library)
- [**How to Remove a User Group from a Library**](/fastfield/docs/assigning-and-removing-users-groups-in-libraries#how-to-remove-a-user-group-from-a-library)
- [**Best Practices**](/fastfield/docs/assigning-and-removing-users-groups-in-libraries#best-practices)

### What are libraries?

[Libraries](/fastfield/docs/what-is-a-library) allow you to organize forms into related groups and control which users can access them.

For example:

- A **Maintenance** library for maintenance-related forms
- A **Safety** library for safety inspections
- An **HR** library for onboarding forms

Only users assigned to a library (individually or through a User Group) can access the forms inside it.

> [!NOTE]
> **Note**
> 
> You can now assign entire **User Groups** to a library instead of adding users one at a time. Any user added to that group will automatically gain access to the library.

### Before you begin

Make sure you have already created a User Group.

👉 If you need help creating or managing User Groups, please see our article: [User Groups](/fastfield/docs/user-groups)

### Why use User Groups?

Assigning User Groups instead of individual users helps:

- Save time when managing large teams
- Automatically grant access to new team members
- Maintain consistent permissions
- Reduce manual updates

> [!TIP]
> **Tip**
> 
> If a user is removed from a group, their library access is automatically removed (unless they are assigned individually or through another group).

### How to add a User Group to a library

#### Navigate to libraries

1. Log in to the **portal**.
2. Select **Form Sharing** > **Libraries** from the main menu.
3. Select the library you want to manage.

![Form Sharing menu showing the Libraries option](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/43620346923789?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A09Z&se=2026-10-31T07%3A27%3A09Z&sr=c&sp=r&sig=VTrIkcQ1gfF0%2FnZpKbPzDV0Bgf4OQNsm2rOuXwRyU9c%3D)

#### Add a User Group

1. Select **Manage** > **User Group** > **+ Assign User Group**.
2. Then click on the green Assign button next to Select the desired group from the dropdown menu that you would like to add to the library.

![User Group assignment dropdown menu](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/43620361157005?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A09Z&se=2026-10-31T07%3A27%3A09Z&sr=c&sp=r&sig=VTrIkcQ1gfF0%2FnZpKbPzDV0Bgf4OQNsm2rOuXwRyU9c%3D)![Selected User Group ready to assign](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/43620346926733?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A09Z&se=2026-10-31T07%3A27%3A09Z&sr=c&sp=r&sig=VTrIkcQ1gfF0%2FnZpKbPzDV0Bgf4OQNsm2rOuXwRyU9c%3D)![Assigned User Group shown in the library's user list](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/43620346928141?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A09Z&se=2026-10-31T07%3A27%3A09Z&sr=c&sp=r&sig=VTrIkcQ1gfF0%2FnZpKbPzDV0Bgf4OQNsm2rOuXwRyU9c%3D)

All users within that group will now have access to the forms in that library.

## How to remove a User Group from a library

1. Navigate to the library.
2. Go to the **Users / Access** section.
3. Locate the assigned User Group.
4. Select **Remove**.
5. Select **Save**.

![Assigned User Group shown in the library's user list](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/43620346928141?sv=2026-02-06&spr=https&st=2026-10-31T06%3A27%3A09Z&se=2026-10-31T07%3A27%3A09Z&sr=c&sp=r&sig=VTrIkcQ1gfF0%2FnZpKbPzDV0Bgf4OQNsm2rOuXwRyU9c%3D)

Users within that group will no longer have access unless granted through another group or individual assignment.

> [!WARNING]
> **Warning**
> 
> Users can gain access through:
> 
> - Individual assignment
> - One or more User Groups
> 
> If a user belongs to multiple groups and at least one group has access, they will retain access.
> 
> Removing a group from a library does not delete the group—it only removes access to that specific library.

## Best practices

For easier long-term management:

- Assign libraries primarily to **User Groups**.
- Use individual assignments only for exceptions.
- Keep group names aligned with departments or roles (e.g., *Field Techs*, *Supervisors*, *QA Team*).

> [!TIP]
> **Tip**
> 
> Managing access through User Groups helps you scale your team and reduces permission errors.