Skip to main content

Creating Groups and Teams

Organize users into groups for team-based work assignment

Written by Ben Gale
Updated over 2 weeks ago

Why Groups and Teams

Groups (also called teams) let you organize users into logical units—departments, shifts, or project teams—so you can assign work to a whole group instead of individuals. When you assign tasks, work orders, or training to a group, any member can pick them up and complete them. This saves time and ensures everyone on the team has access to the work they need. For example, create a "Maintenance Team" group and assign weekly inspections to it; any team member can then complete the work.

How to Create a Group and Add Members

Create a group

  1. Go to Settings > User Management

  2. Click the Groups tab

  3. Click Add Group

  4. Enter a Group Name (e.g., "Facilities Team", "Morning Shift")

  5. Optionally add a Description

  6. If you have child sites, check Share with child sites to make the group available to them

  7. Click Save

Your new group appears in the list.

Add members

  1. From the Groups tab, click the group name

  2. Click Add Members

  3. Search for users by name or email

  4. Select the checkbox next to each user you want to add

  5. Click Add Selected Members

Members appear in the group's list and will see any work assigned to the group. You can add users from your current site and any parent sites—if someone doesn't appear, they may not be invited yet (see Inviting Users).

Edit a group

  1. Click the group name

  2. Click Edit Group

  3. Update the name, description, or sharing settings

  4. Click Save

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

Remove a member

  1. Open the group and find the member in the list

  2. Click the Remove icon next to their name

  3. Confirm the removal

You can only remove members your site added. Members added by a parent site must be removed by that site's administrator.

Delete a group

  1. Open the group

  2. Click Delete Group

  3. Confirm the deletion

You can only delete a group with no members. Remove all members first.

Before You Start

You need the Manager or Admin role for the Site module. If you don't see the Groups tab or Add Group button, contact your site administrator.

Common Questions

What's the difference between assigning to a group vs. an individual? When you assign to a group, any member can pick up and complete the work—ideal for shared responsibility (e.g., a maintenance crew). Assigning to an individual means only that person can complete it.

Can a user belong to multiple groups? Yes. Users can be in as many groups as needed—for example, both "Facilities Team" and "Fire Warden Team."

Do groups grant permissions? No. Groups organize people for work assignment only. User permissions are set separately when you invite them or edit their access (see Understanding User Roles and Permissions).

What can I assign to groups? Tasks, work orders, and training courses. See Using Groups for Assignments for details.

Did this answer your question?