Skip to main content

How do I set up the Group Membership?

Christina
Updated

Overview

Group Memberships in Denticon control the security rights and access levels granted to users. Administrators and practice managers use security groups to define what each staff member can see and do within the system. This article covers how to set up groups, assign or change a user's group membership, identify hidden or inactive users tied to a group, and troubleshoot group deletion errors.

Who Should Read This

  • Practice owners,Directors, and office managers with full administrative access to Denticon
  • Administrators responsible for managing staff security settings

Setting Up a Security Group

Group Memberships must be designed by a user that has full access rights to Denticon, usually the practice owner or the office manager.

  1. Click the word "Setup" in the top navigation menu.
  2. Select Security, then choose Groups from the drop-down list.
  3. To create a new group, click the "Administrators" group and click the mceclip2.png button. Security Groups can also be copied for an easy way to set up a new group — select an existing group and click the mceclip0.png button at the bottom of the screen.
    • Please Note: The 'Administrators' group is disabled from using the Copy function. Use another existing group as the copy source if needed.
  4. A copy of the security rights will be displayed and the rights can be assigned or unassigned as appropriate for the new group.
  5. Provide a meaningful Group Name (for example, Front Desk, Billing, Hygienist) to make management easier over time.
  6. Click the Save button.

Editing an Existing Group

  1. Go to Setup > Security > Groups.
  2. Select the desired office location and the desired group.
  3. Click the Edit User Group button to make the desired changes.
  4. Click the Save button when finished.

Assigning or Changing a User's Group Membership

If a staff member needs to be added to a security group or moved to a different group, follow these steps:

  1. Click Setup in the top navigation menu.
  2. Select Security, then choose Users from the drop-down list.
  3. Select the desired user name from the list.
  4. Click the Group Memberships tab
  5. Click the Edit button.
  6. Review the two sections displayed:
    • Available User Groups (left side) — groups not yet assigned to this user.
    • Assigned User Groups (right side) — groups currently assigned to this user.
  7. Use the arrow buttons between the two fields to move a group membership to the desired side:
    • Move a group to the right to assign it to the user.
    • Move a group to the left to remove it from the user.
  8. Click the Save button to confirm the changes.

Deleting a Security Group

Standard Deletion Steps

  1. Go to Setup > Security > Groups.
  2. Select the desired office location and the desired group.
  3. Click the Delete button and confirm the deletion.

Troubleshooting: "Users Tied to Group" Error When Deleting

If Denticon displays a "users tied to group" error even though no users appear to be assigned, the group may still have inactive or hidden users linked to it. Inactive users do not appear in standard user lists, which can make this issue difficult to identify manually. Follow the steps below to find and resolve this before attempting to delete the group again.

Step 1 — Run the Security List User List Report

The Security List User List report shows all users, including inactive ones, along with their group memberships across all offices. This is the most reliable way to identify users still tied to a group.

  1. Go to Reports > Lists > Security List > User List.
  2. Run and print (or review) the report.
  3. Search the report output for any users assigned to the group you are trying to delete — including users you may not have expected to find there.

Step 2 — Remove the Group Assignment from Each User Found

For every user identified in the report as belonging to the group (whether active or inactive):

  1. Go to Setup > Security > Users.
  2. Select the user.
  3. Click the Group Membership tab
  4. Click Edit.
  5. Move the group from the Assigned User Groups (right side) back to the Available User Groups (left side) using the arrow buttons.
  6. Click Save.
  7. Repeat for all users found in the report.

Step 3 — Delete the Group

Once all user assignments have been removed:

  1. Return to Setup > Security > Groups.
  2. Select the office location and the group.
  3. Click Delete and confirm.

If the error persists after completing these steps, the issue may require escalation to Denticon Support for further investigation into system-level associations.

Tips and Best Practices

  • Always run the Security List User List report before attempting to delete a group to catch inactive users that do not appear in standard views.
  • Use meaningful group names that clearly reflect the role or access level (for example, Front Desk, Billing, Hygienist) to make management easier over time.
  • When a staff member changes roles, update their group membership promptly to ensure they only have access appropriate to their current position.
  • Only users with full administrative access rights should create, edit, or delete security groups.
  • Review group memberships periodically, especially when staff members are inactivated, to keep your security configuration accurate.

 

Related articles