Using Groups for Assignments
Why Using Groups for Assignments
Assigning work to a group instead of individuals lets any qualified team member pick up and complete tasks, no micromanaging who does what. Use group assignments for shared responsibilities like daily inspections, maintenance work, or training where any member can handle it. When someone completes the work, the system records both the group assignment and the individual who did it, so you get team flexibility with individual accountability.
How to Assign Work to Groups
Assign a task to a group
Go to Tasks in the sidebar
Click Create Task (or edit an existing task)
In the Assignment section, select Group from the dropdown
Choose the group from the Select Group dropdown
Fill in the task details (title, description, due date, etc.)
Click Save
All group members see the task in their list. When someone completes it, you'll see both the group assignment and who did the work.
Assign a work order to a group
One-time work order
Go to Operations > Work Orders
Click Create Work Order (or convert from an issue)
In the Assignment section, select Group
Choose the group from the dropdown
Complete the work order details and click Save
Scheduled or recurring work
Go to Operations > Planned Work
Click Create Scheduled Work
Fill in the work details (title, location, checklist, etc.)
In the Assignment section, select Group and choose the group
Set the schedule (daily, weekly, monthly, etc.)
Click Save
The system generates work orders according to your schedule, all assigned to the selected group.
Assign training to a group
When you assign a course to a group, the system creates individual training assignments for each member—everyone gets the training while you assign in one step.
Go to Training > Courses
Click on a training course
Click Assign Training
In the Assign To section, select Groups
Choose one or more groups
Set a due date (optional) and click Assign
Each member gets a notification and sees the training in their inbox. For the full course creation workflow, see Create and assign Calm training courses.
View and manage group work
Filter by group
Work orders: Go to Operations > Work Orders, use the filters to select Assigned Group, then choose the group
Tasks: Go to Tasks, filter by Assigned Group, and select the group
Team Planner
Go to Operations > Team Planner to see work organized by group. You can drag and drop to reassign work between groups or dates, or click any item for details.
Before You Start
You need groups set up with members first. See Creating Groups and Teams if you haven't created any yet.
Permissions: You need Manager or Admin for the relevant module—Tasks, Operations, or Training—to assign work to groups.
Common Questions
What happens when someone leaves a group? They immediately lose access to group-assigned work they haven't started. Work they've already started or completed stays associated with them.
Can I assign to both a group and an individual? No—each item is assigned to either a group, an individual, or left unassigned. To route work to a specific person, edit the assignment after creation.
Can I assign to multiple groups? For tasks and work orders, one group per item. For training, you can select multiple groups; the system creates individual assignments for all members across those groups.
Do group members need special permissions? They need at least Member access to the relevant module to see and complete work. Being in a group doesn't grant permissions—it only makes them eligible for group-assigned work within modules they already have access to.
See also Using Groups in Contacts to browse group detail pages, manage members, and review distributions.
See also Manage training courses and results for enrolment, manual results, and iHasco sync.