Groups: assigning work to a crew rather than a person
Gather members under a name and a colour, then assign a task to the group instead of naming someone.
Some tasks have an obvious who. Others only have an obvious which crew. "The Saturday crew will handle it" is useful information; assigning it to a random person just to feel organized is not.
A group gathers members of your place under a name and a colour. Once created, it becomes an assignment target just like a person.
Where: left navigation bar, under Administration → Groups.
What it actually gets you
Assigning without naming. In a task's Assigned to field, groups appear alongside people. You pick "Saturday crew", and the task belongs to the crew.
Reading the board at a glance. On the kanban, a task assigned to a group shows a chip with the group's initials in its colour, with a small team icon. A task assigned to a person simply shows their name. You can tell them apart without opening the card.
Setting access up in advance. You can put someone into one or more groups at invitation time: the groups apply on their own when the person accepts.
A person can belong to several groups — an employee can be in both "North team" and "Bike patrol".
The group list
The Groups section.
- 1The group's colour and name. The colour is your landmark everywhere else in the app.
- 2The member count.
- 3Create a group: a name, a colour, that's it.
Pick clearly different colours. Two close greens look the same on an 18-pixel chip in a kanban.
Creating or editing a group
Click a row to open the group's page.
A group's page.
- 1The name and colour, editable at any time.
- 2Every member of the place appears with a switch: on means they're in the group.
- 3The danger zone, to delete the group.
The member list is the whole place, not just the group: you add and remove with the same switch, without changing screen. The search field above filters by name when the team is large.
As elsewhere in the app, nothing applies until you hit Save.
Deleting a group is irreversible. Members are untouched — they simply lose their membership in that group.
Three ways to change who's in a group
It is the same data, editable from three places depending on what you have in front of you:
| From | When it's handy |
|---|---|
| The group's page | You're building a crew: several people at once |
| A member's page | You're dealing with one person: all their groups at once |
| The invitation | The person hasn't arrived yet |
None of the three is "the right one" — they all write to the same place.
What a group does not do
This is the confusion to avoid, especially right after setting up roles.
A group grants no permissions. It does not replace the role and does not change it. Putting someone in "North team" gives them nothing extra: their permissions come only from their role, and their scope only from their activities. A group is an organizational label, not an access level.
You can't filter by group yet. The "Assigned to" filters list people. To find a crew's work, go by colour on the kanban.
Who can manage groups
Creating, editing and deleting a group needs write access to Groups. If the section doesn't appear in your sidebar, that is the right you're missing.
One subtlety: changing a person's groups from their member page falls under the Members right, not the Groups right. So someone who manages the team can reassign a member's groups without having access to the Groups section itself.