Groups (also called teams) let you organize users into logical units like departments, shifts, or project teams. Instead of assigning work to individuals one by one, you can assign tasks, work orders, and training to an entire group. This saves time and ensures everyone on the team has access to the work they need to complete.

For example, create a "Maintenance Team" group and assign all weekly inspections to that group. Any team member can then pick up and complete the work.

Required Permission: You'll need the Manager or Admin role for the Site module to create groups and manage members. If you don't see the Groups tab or Add Group button, contact your site administrator to request access.

Your new group appears in the list. It's ready for you to add members.

Once you've created a group, you need to add users to it:

The users now appear in the group's member list. They'll automatically see any work assigned to this group.

Tip: You can add users from your current site and any parent sites. If a user doesn't appear in the search, they may not have been invited to your organization yet (see Inviting Users).

You can update a group's name, description, or sharing settings:

Note: You can only edit groups created at your site. Groups shared from parent sites are read-only.

If someone leaves a team or changes roles, you can remove them:

Important: You can only remove members that your site added. If a member was added by a parent site, you won't be able to remove them—contact your parent site administrator instead.

You can delete a group that's no longer needed:

Note: You can only delete a group if it has no members. Remove all members first, then delete the group.

If your organization has multiple sites (such as a head office and branch locations), you can share groups across the hierarchy:

Sharing with Child Sites: When you create a group and enable Share with child sites, that group becomes available to all sites below yours in the hierarchy. They can use the group for assignments, but they can't edit or delete it.

Groups from Parent Sites: If a parent site has shared a group with you, it appears in your Groups list marked as "inherited." You can use it for assignments and add members, but you can't edit the group's name or description.

Member Management: Each site tracks which members it added to a group. You can only remove members that your site added. This prevents accidental removal of team members added by other sites.

What's the difference between a group and assigning work to individuals?

When you assign work to a group, any member can pick it up and complete it. This is perfect for teams that share responsibility (like a maintenance crew). When you assign to an individual, only that specific person can complete the work.

Can a user belong to multiple groups?

Yes! Users can be in as many groups as needed. For example, someone might be in both "Facilities Team" and "Fire Warden Team."

What happens when I add someone to a group?

They immediately gain access to any work assigned to that group. They'll see group-assigned tasks and work orders in their task list and can complete them.

Can I see which groups a user belongs to?

Yes. Go to the Users tab, click on a user's name, and you'll see their group memberships listed in their details.

How do groups work with permissions?

Groups organize people for work assignment, but they don't grant or remove permissions. User permissions are set separately when you invite them or edit their access (see Understanding User Roles and Permissions).

For example, if you add someone to the "Documents Team" group, they can see work assigned to that group, but they still need the appropriate Documents module permissions to actually edit documents.

What can I assign to groups?

You can assign several types of work to groups:

See Using Groups for Task Assignment for detailed guidance on assigning work to groups.