Group Management

A group is a named set of team members. A group can be assigned work, and given permissions, anywhere a single member can — so a task assigned to the HR group is assigned to everyone in HR, and changes to the group apply to every assignment from then on.

Before You Start

• You must be an Administrator to create, change and delete groups. Everyone can see the groups they belong to, on the Groups tab of their own profile.
• Anyone active in the team can be in a group, Guests included.

Create a Group

1. Open the Groups tab of Team Management.
2. Click New group.
3. Fill in the fields:

Field	Description
Name	Shown wherever the group can be chosen. Up to 100 characters.
Avatar	One or two characters, such as HR or IT, and a colour, shown wherever the group is assigned something. A preview updates as you type.

4. Click Create group. The group's own page opens, ready for you to add its members.

Add and Remove Members

On the group's page:

1. Under Members, click Choose someone to add and pick the person. You can search by name or email address.
2. Click Add to group.

Add one person at a time. Only active team members who are not already in the group are offered.

To take someone out, click Remove in their row. They are removed straight away, without asking.

Change a Group

1. On the Groups tab, click Edit in the group's row, or click the group's name.
2. Change the Name or Avatar.
3. Click Save.

Click All groups to go back to the list.

Delete a Group

1. Open the group's page.
2. Click Delete group.
3. Click Delete group again to confirm.

warning

Deleting a group cannot be undone, and removes everything assigned to the group. Its members stay in the team, but tasks assigned to the group — in running checklists and in templates — are no longer assigned to them through it. Reassign that work first if it still needs doing.

The Groups List

The Groups tab lists every group with its avatar and name, and up to eight of its members' avatars, followed by how many more there are. A group with nobody in it shows Nobody yet.

How Groups Work with Assignments

• Task assignments — assign a group to a task in a template or a checklist. Everyone in the group is an assignee.
• Checklist assignments — assign a group to a whole checklist.
• Members control — the Members control lets the person running a checklist choose members and groups, which can drive dynamic task assignments.
• AI template generator — the AI template generator can assign steps to your existing groups by name.

How Groups Work with Permissions

Groups can be given permissions on templates and checklists just like individual members, so that you can control what a whole department can see or do without setting it up for each person.

See Template Permissions and Checklist Permissions.

Notifications

Change	Who is notified
A group created or changed	Every other Administrator
Someone added to a group	That person, and every other Administrator
Someone removed from a group	That person, and every other Administrator
A group deleted	Everyone who was in it, and every other Administrator

The person who made the change is not notified of it.

Groups vs Roles

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

Someone can be in any number of groups, whatever their role. Adding someone to a group does not change their role.

Related Pages

• Task Assignments — assigning work to a group.
• Members Control — letting the person running a checklist pick a group.
• Roles & Permissions — groups do not confer permissions.