Groups

The Groups page in the Users section of the Admin menu lists all the user groups on your Looker instance. Placing users into groups is helpful for managing folder access and other permissions.

Consider creating groups that are related to the type of content that they handle. Users can filter the Top Content by group, so thoughtful group design can help them find the content they need.

Default groups

The following groups are created by default in the Looker instance:

  • All Users
  • Gemini Default Users

All Users

The All Users group contains all users in the Looker instance. You can't delete the group, remove users from it, or assign roles to it within the Looker user interface.

You can, however, use this group to manage content access. Looker's default configuration allows completely open access to all folders. The All Users group is assigned to Manage Access, Edit on the Shared folder, and all subfolders within the Shared folder inherit that access from it. You can manage this setting from the Content Access section of the Admin panel.

Gemini Default Users

This group is created automatically on May 23, 2025 for Looker (original) instances that have enabled the Automated Gemini in Looker enablement and user management setting on the General settings page in the Admin panel. The Gemini Default Users group is populated automatically with all existing users and any new users who are added to the instance after May 23, 2025.

You can edit the Gemini Default Users group to add or remove users, or to delete the group entirely. You can also add additional roles to the group. You cannot rename the Gemini Default Users group.

Viewing and searching groups

The Groups page shows the following information:

  1. You can use the Filter List field to limit which groups are displayed. When you click the Filter List field, you are given the choice to filter on ID or group name. When you filter on ID, entering a group ID will display that group. In the case of group name, when you enter any string, the list of groups displayed will show all the groups whose name contains the string you entered in the filter field.
  2. You can sort the table by group name in either ascending or descending order by clicking the Group column heading.
  3. Each row lists the assigned group name and group ID. Click the row to edit the group to add or remove users. Groups that cannot be edited, either because they are system-created groups (such as All Users), or because they are externally managed by LDAP, SAML, or OpenID Connect protocols, are indicated by a lock on the group icon.
  4. The Role column lists any roles assigned to the group.
  5. The Users column shows how many members, either users or other groups, belong to the group.
  6. Click Add Group to add a new group. Looker will display a dialog where you can type the name of the new group. After you click the Create button, Looker adds the group to the Groups page. You can then edit the group to add or remove users.

  7. Hold your cursor over a group to display the three-dot menu at the right. You can use the three-dot menu to delete the group. If you choose to delete a group, Looker will ask you to confirm.

Editing groups

To edit a group, click the row the group is in. There you can view and adjust several settings:

  1. You can use the Filter List field to limit which groups members are displayed. When you click the Filter List field, you are given the choice to filter on member ID or member name. When you filter on member ID, entering a member ID will display that group member. In the case of member name, when you enter any string, the list of group members displayed will show all the group members whose name contains the string you entered in the filter field.
  2. Each row shows a member of the group with an icon indicating whether the member is an individual user or another group. The row lists the user or group ID and, in the case of a user, the user's primary login credential.
  3. If the group member is a user, the Active Credential column shows the type of credentials that the user can use to log in to Looker. If the group member is another group, the Active Credential column shows how many users are in the member group.
  4. Hold your cursor over a row to display the three-dot menu for that group member at the right. Use the three-dot menu to remove that member from the group. If you choose to remove the member, Looker will ask you to confirm.
  5. You can click Add Members to add a user or another group as a member of the group. Looker will display a dialog where you can search for a username or group name and add the user or group as a member.

  6. You can click the group's three-dot menu to rename the group or delete the group. If you choose to delete the group, Looker will ask you to confirm.

Adding roles to groups

To assign a role to a group, use the Roles page in the Users section of the Admin menu. From there, you can edit the role and assign a group or groups to that role. For more information, see the Roles documentation page.

Deleting groups

To delete a group, click the Delete button on the right side of its row. Looker displays a confirmation dialog before you delete the group.