Once you've created groups and added members, you can assign work to the entire team instead of individuals. This is perfect for shared responsibilities where any qualified team member can complete the task. Whether it's daily inspections, maintenance work, or training courses, group assignments ensure the work gets done without requiring you to micromanage who does what.

When you assign a task or work order to a group, every member sees it in their task list and can pick it up. Once someone starts working on it, the system tracks both the group assignment and the individual who completed it.

You'll need groups set up with members before you can assign work to them. If you haven't created groups yet, see Creating Groups and Teams.

Permissions: The permission required to assign work depends on what you're assigning:

Tasks are general to-dos that aren't tied to a specific work order or schedule. When you assign a task to a group, any member can complete it.

All group members now see this task in their task list. When someone completes it, you'll see both the group assignment and who actually did the work.

Tip: Use group assignments for recurring tasks that any qualified person can handle, like "Check fire extinguishers" or "Review daily safety checklist."

Work orders are used for maintenance, inspections, and operational tasks. Group assignments work well for teams that share responsibility for equipment or locations.

The system automatically generates work orders according to your schedule, all assigned to the selected group.

Example: Assign weekly fire alarm tests to your "Facilities Team" group. Every Monday, a new work order appears in their list, and whoever is available can complete it.

When a work order is assigned to a group:

This means you get the flexibility of team-based work with the accountability of individual tracking.

Training assignments work differently—when you assign a course to a group, the system creates individual training assignments for each member. This ensures everyone completes the training individually while making bulk assignment easy.

The system creates individual training assignments for each person in the selected groups. Each member gets a notification and sees the training in their inbox.

Tip: Use group-based training for role-specific courses. For example, assign "Forklift Safety" to your "Warehouse Team" group so everyone on that team gets the training.

The Team Planner gives you a visual view of work assigned to your groups, making it easy to see what each team has scheduled and when.

This view is especially helpful for balancing workload across teams and planning ahead.

Example: You see your "Morning Shift" group has five inspections on Monday but the "Afternoon Shift" has none. Drag two inspections to the afternoon shift to balance the load.

To see all work assigned to a specific group:

For Work Orders:

For Tasks:

You'll see pending, in-progress, and completed work, along with who's working on or completed each item.

What happens when someone leaves a group?

If you remove someone from a group, they immediately lose access to any group-assigned work they haven't started. Work they've already started or completed remains associated with them.

Can I assign to both a group and an individual?

No—each task or work order is assigned to either a group, an individual, or left unassigned. If you want to route work from a group to a specific person, you can edit the assignment after creation.

What if I need to reassign group work to a specific person?

Open the task or work order and change the assignment type from "Group" to "Individual." Then select the specific person. This is useful when you know who should handle a particular job.

Can I see which group member completed the work?

Yes! When viewing completed work orders or tasks, you'll see both the group assignment and the individual who completed it. This gives you accountability while maintaining team flexibility.

Do group members need special permissions to see group work?

Group members need the appropriate module permissions to see and complete work. For example, to complete a work order assigned to their group, they need at least Member access to the Operations module.

Being in a group doesn't grant permissions—it just makes them eligible for group-assigned work within modules they already have access to. See Understanding User Roles and Permissions for more details.

Can I assign to multiple groups?

For tasks and work orders, you can only assign to one group per item. For training courses, you can assign to multiple groups at once, and the system creates individual assignments for all members across all selected groups.

How do I stop assigning future work to a group?

If you have scheduled/recurring work assigned to a group and want to change it:

Future work orders generated from that schedule will use the new assignment.

Match Groups to Responsibilities: Create groups that reflect how your teams actually work. If your maintenance crew handles all equipment inspections, assign all equipment work to the "Maintenance Team" group.

Use Groups for Shared Work: Assign routine, recurring tasks to groups so anyone qualified can handle them. Save individual assignments for specialized work that only one person can do.

Balance Workload: Use the Team Planner to monitor how much work each group has and redistribute if needed. This prevents one team from being overwhelmed while another has capacity.

Combine Groups with Locations: When creating scheduled inspections, assign them to the group responsible for that location. For example, assign all kitchen inspections to the "Kitchen Team" and all facilities checks to the "Facilities Team."

Track Group Performance: Use the insights pages in each module to see how groups are performing—completion rates, average time, overdue work, etc. This helps you identify teams that might need more resources or training.