Group Management

Groups are collections of team members. Once created, a group can be assigned to tasks, checklists, and permissions anywhere a team member can be assigned — making it easy to direct work to an entire team or department in one step.

When a group is assigned to a task, every member of that group is considered an assignee. If your team's membership changes, updating the group automatically applies to all future assignments.

note

Only Team Administrators can create, edit, and delete groups. All team members can view the groups they belong to.

Navigating to Group Management

1. Click Team in the left navigation bar to open the Team Management page.
2. Click the Groups tab.

The Groups tab lists all groups in your team, showing each group's avatar, name, and current members. Click a group to open it.

Creating a Group

1. From the Groups tab, click Create New Group.
2. Fill in the group details:

Field	Description
Name	The display name of the group. This appears in assignment dropdowns and permission selectors throughout the app.
Avatar Text	Up to 2 characters displayed inside the group's avatar. Typically the initials of the group name (e.g. HR, IT, OPS).
Avatar Colour	The background colour of the group's avatar. Click the colour swatch to open the colour picker and choose a colour.

A preview of the avatar updates in real time as you type and select a colour.

3. Click Save to create the group.

Once the group is created, a Members tab appears where you can add team members.

Managing Members

Adding a Member

1. Open the group and click the Members tab.
2. Click Add New Member.
3. Select a team member from the dropdown. The list shows all team members who are not already in the group.
4. Click Add to confirm.

Only one member can be added at a time. Repeat these steps to add multiple members.

Removing a Member

From the Members tab, click Remove From Group next to the member you want to remove.

tip

Team members can remove themselves from a group without needing administrator assistance. Members can do this from their own User Settings → Groups tab.

Viewing Your Groups (All Users)

Every team member can see which groups they belong to, even if they cannot manage them.

1. Click your profile avatar or name to open User Settings.
2. Click the Groups tab.

Your current group memberships are listed here, showing each group's avatar and name. If you need to be added to a group, contact your team administrator.

Editing a Group

To change a group's name, avatar text, or avatar colour:

1. From the Groups tab, click the group you want to edit.
2. Update the fields on the Properties tab.
3. Click Save.

Deleting a Group

1. Open the group and go to the Properties tab.
2. Click Delete Group.

Deleting a group removes it immediately. All members of the deleted group and all team administrators receive a notification. The group will no longer appear in assignment or permission selectors.

warning

Deleting a group is permanent. Consider whether any existing task or checklist assignments reference the group before deleting it.

How Groups Work with Assignments

Groups can be used anywhere a team member can be assigned:

• Task assignments — Assign a group to a task in a template or checklist. All members of the group are considered assignees.
• Checklist assignments — Assign a group to an entire checklist.
• Members control — The Members control lets users select team members and groups from within a checklist task, which can then drive dynamic task assignments.
• Dynamic task assignments — Groups can be used as dynamic assignees, automatically assigning tasks based on group membership at runtime.

How Groups Work with Permissions

Groups can be granted permissions on templates and checklists just like individual team members. This allows you to control what an entire department can view or interact with, without having to configure permissions for each person individually.

See Template Permissions and Checklist Permissions for details.

Notifications

CheckFlow automatically sends in-app notifications when group membership changes:

Event	Who is notified
Group created or updated	All team administrators
Member added to group	The added member, and all administrators
Member removed from group	The removed member, and all administrators
Group deleted	All former members of the group, and all administrators

The person who performed the action is excluded from receiving the notification for that action.

Groups vs Roles

Groups and roles serve different purposes and are independent of each other:

	Groups	Roles
Purpose	Organise members for assignment and permissions	Control what a user can do in the app
Examples	HR Team, IT Department, Finance	Administrator, Member, Guest
Managed by	Team Administrators	Team Administrators
Can be assigned to tasks	Yes	No
Nesting	Not supported — groups contain members only	Not applicable

A team member can be in multiple groups and still have any role. Adding someone to a group does not change their role.