Creating Groups and Teams

Groups organise people into teams so you can assign work to the whole group. Manage groups from Contacts > Groups.

Before you start

You need the Manager or Admin role for the Site module to manage groups at the site. Site Managers can manage group membership for groups available at their site without needing Site Admin user-management access. If you do not see Contacts or Groups, contact your site administrator.

Create a group

1. Go to Contacts > Groups.

2. Click Add Group.

3. Enter a Group Name.

4. Optionally add a Description.

5. If you have child sites, turn on Share with child sites to make the group available down the site lineage.

6. Click Save.

Which groups are available

At the current site you can use groups created here, plus groups from ancestor sites that are shared into this site. Groups from sibling sites, descendant sites, unrelated sites, or other organisations are not available.

Inherited groups show a label such as Inherited from [site name]. Groups shared outward can show Shared with child sites.

Add members

1. From Contacts > Groups, open the group.

2. Click Manage Members.

3. Search for users by name or email.

4. Select each person to add.

5. Click Add Selected Members.

You can add only organisation members who already have access to the site where you are managing the group. If someone does not appear, a Site Admin may need to grant them site access first — see Adding and Managing Users.

Edit a group

1. Open the group.

2. Click Edit in the header.

3. Update the name, description, or sharing settings.

4. Click Save.

You can only edit groups created at your site. Groups inherited from ancestor sites are read-only for settings.

Remove a member

1. Open the group and find the member.

2. Click the Remove icon next to their name.

3. Confirm the removal.

You can only remove members your site added. Members added by another site show a label such as Added by another site and must be removed from the site that added them.

Archive, restore, or permanently delete a group

Groups use an archive-first lifecycle. Archiving a group hides it from default lists and selectors without removing data. You can restore an archived group at any time. Permanent deletion is irreversible and requires the group to be archived first. For the shared pattern across all modules, see Archive, restore, and permanently delete records.

Archive a group

1. Open the group from Contacts > Groups.

2. Click Archive in the header.

3. Confirm the action.

Archived groups are excluded from default lists and from the selectors used when assigning work or distributing content. To view archived groups, use the Archive Status filter on the groups list and select Archived Only. The default view shows only active groups.

Restore a group

1. Set the Archive Status filter to Archived Only and open the group.

2. Click Restore in the header.

3. Confirm the action.

Permanently delete a group

Delete is only available for archived groups. The confirmation shows any affected memberships, recurring distributions, and open assignments before you proceed.

1. Archive the group first.

2. Open the archived group and click Delete.

3. Review the side effects, acknowledge, and confirm.

Inherited groups from an ancestor site cannot be archived or deleted from your site. Manage them from the site that created them.

Common questions

See also Using Groups in Contacts for the group detail page, distributions, and comments.