Groups

Overview

Groups let you gather organization members under a common heading. A group often corresponds to a department or a team: such as “Field Team”, “Accounting” or “Management”. The goal is to handle people as meaningful sets rather than managing them one by one.

Groups offer two main benefits. First, bulk authorization: you can assign one or more roles to a group, and every member of that group automatically inherits the permissions of those roles. Instead of assigning roles to each person one by one, you gather the team into a group and grant permissions in bulk. Second, bulk work assignment: you can assign a task not to a single person but to an entire group; everyone in that group sees the task and can take it on. When someone new joins the team, you simply add them to the relevant group — they automatically inherit both the permissions from the group’s roles and the group’s assignments. This significantly reduces the management burden in growing teams.

A person can be a member of more than one group at the same time. For example, an employee can be in both the “Field Team” and the “Istanbul Region” group. Groups belong to the organization; each organization defines and manages its own groups independently.

Who uses it

• Organization owner and admins: Create groups, add or remove members, and organize groups according to the organization’s structure.
• Team leads: Gather their own teams under a group to make work assignment and tracking easier.
• Members: See the groups they belong to; work as part of a group on the tasks assigned to that group.

Small teams can work without needing groups. As the team grows and different departments form, groups are the most practical way to keep assignment and management organized.

Step-by-step process

1. Open the Groups section. Go to Organization Settings → Groups. Existing groups are listed here.
2. Create a new group. Use “Create Group” to give the group a name that describes the department or team (e.g. “Field Team”) and save it.
3. Add members to the group. Open the group and add the relevant people from among the organization members. You can add a person to more than one group.
4. Assign roles to the group. Open the group and select one or more roles. Every member of the group automatically inherits the permissions of the roles you assign, so you manage authority in bulk instead of granting it one by one.
5. Use the group for work assignment. When assigning a task, select the group instead of a person; everyone in the group sees the task and can take it on. This is much faster than assigning one by one.
6. Update members. Remove people who leave the team from the group and add new joiners. The group should always reflect the current team.
7. Remove unused groups. Delete a group that is no longer used. When a group is deleted, the membership links are removed; the people remain members of the organization.

Process flow

flowchart TD
    A[Open the Groups section] --> B[Create a new group]
    B --> C[Name the group and save]
    C --> D[Add organization members to the group]
    D --> E{What is the group<br/>used for?}
    E -- Authorization --> K[Assign roles to the group]
    E -- Work assignment --> F[Assign the task to the group, not a person]
    E -- Team structure --> G[Gather the department under a group]
    K --> H[Members inherit permissions and tasks]
    F --> H
    G --> H
    H --> I{Did the team change?}
    I -- Yes --> D
    I -- No --> J[The group stays up to date]

Frequently asked questions

What is the difference between a group and a role? A role determines what a person can see and do (their permissions). A group gathers people under a common heading. The two work together: when you assign a role to a group, every member of the group inherits that role’s permissions. So a group is both a way to organize the team and a way to grant permissions in bulk; it also makes work assignment easier.

Can a person be a member of more than one group? Yes. An employee can belong to several groups at once; for example, to both a department and a region group. Each group is managed separately.

Can I assign a task directly to a group? Yes. When assigning a task, you can select a group instead of a single person. That way all members of the group see the task and can take it on; you do not have to assign it one by one each time.

When I delete a group, what happens to its members? Only the group membership links are removed. The people remain organization members; their roles and other group memberships are unaffected.

What do I gain by adding a new employee to a group? When you add the person to the relevant group, they automatically benefit from the assignments and arrangements for that group. You do not have to add them to every task individually; this saves time, especially in growing teams.

Does a group change its members’ permissions? Yes — if you have assigned a role to a group, its members automatically inherit that role’s permissions. A group with no roles assigned only organizes the team and eases work assignment; membership alone adds no permissions. A member’s total authority is the combination of their own roles and the roles of the groups they belong to.