Author: Hunter Herold
Date: August 6th, 2025
🧠 Summary / Purpose
This article explains how to manage identity groups in MirrorWeb's Communications dashboard. Groups allow you to organize users into departments, teams, or other logical collections for streamlined compliance monitoring and reporting.
🛠️ Step-by-Step Instructions
1. Navigate to Identity Groups
Go to: Dashboard > Communications > Identities > Groups
You'll see the Groups management page where you can create and manage identity groups.
2. Add Identities First (If Needed)
If you see "No identities found..." message:
This means you need to add users before creating groups
You have two options: add a single user manually or upload multiple users in bulk
Option A: Add Single Identity
Click Add identity to manually create a single user
Fill in the Identity information fields:
First name (e.g., Jane)
Last name (e.g., Doe)
Primary email address (the main contact email for this identity)
Identity role (select from dropdown: Staff, Client, Prospect, or Uncategorized)
Optionally add Contacts for additional email addresses or platform identifiers:
Click "Add Contact" to include secondary email addresses
Choose Contact type (Email Address, etc.)
Enter the Contact value
Select the Platform if applicable
Click "Create identity" to save
Option B: Upload Multiple Users
Click Upload users to bulk import multiple users
Step 1: Download the Template
Click "Download template" to get the CSV template file
The template includes required columns: First Name, Last Name, Primary Email, Role, and Microsoft-Teams
Role types available: Staff, Client, Prospect, Uncategorized
Fill out the template with your monitored users' information
Step 2: Upload Your File
Click "Select file..." to choose your completed CSV file
Once uploaded, MirrorWeb will process your file and email you a preview link
Review the preview to ensure all data imported correctly
Click "Upload" to finalize and create your identities
You must have identities in your system before you can organize them into groups.
3. Create Groups (Once identities exist)
After you have identities added to your system:
Groups will appear in this section
You can create new groups to organize your users
Assign users to appropriate groups based on your organizational structure
4. Manage Existing Groups
Once groups are created, you can:
View all group members
Add or remove users from groups
Edit group names and descriptions
Delete groups that are no longer needed
💡 Pro Tips
Start by uploading your user list first (via Identities > Home) before creating groups—you can't group users that don't exist in the system.
Consider creating groups that match your compliance needs: departments, risk levels, or reporting structures.
Users can belong to multiple groups if needed (e.g., a manager could be in both "Sales" and "Managers" groups).
🧪 Troubleshooting
If you can't create groups:
Ensure you have identities added to your system first via Identities > Home or the Add identity/Upload users buttons
Check that you have appropriate permissions to manage groups
If users aren't appearing in groups:
Verify the users were successfully imported in Identities > Home
Check Identities > Matching to ensure users are properly attribute