Create a group
Keep a named set of your people and outside contacts, then reuse them in Documents and on jobs.
A group is a list your organisation names once and uses again. It can hold people on your team and contacts from other companies.
Use one when the same people turn up together: the supervisors who should see company procedures, or the electrician crew you take from job to job.
Step 1: Save the people
Contacts holds your team and the companies you work with. A group names a set of them.
Step 3: Copy onto a job
The job invites whoever is in the group that day, including people from other companies.
Ways to use one
Supervisors and the company procedures
Put your own staff in Site supervisors. Share the procedures folder in Documents with that group. A new supervisor who joins the group can open the folder. When they leave the group, that access goes with them.
A subcontractor you use on most jobs
Put the leading hands from Harbour Electrics in Electricians, with anyone from your team who runs that trade. Documents still opens only for your people. On each job, add the group from Add crew. Harbour Electrics are invited onto that job with everyone else who was in the group that day.
A company that manages your jobs
A contact with a subbie pass can copy a group from their own company onto your jobs. Your groups stay yours. Theirs stay theirs.
Who a group can hold
Anyone already on Contacts can be in a group: Admin and Staff from your organisation, and people from other companies. A guest who only signed on from a QR code is not a contact yet, so add them to Contacts before they can join a group.
- SamYour organisationDocumentsCan open whatever this group is shared with.On a jobJoins the crew straight away.
- PriyaHarbour ElectricsDocumentsCan sit in the group. Documents stays closed.On a jobGets the usual job invite.
Documents follows the group
Sharing a folder or file with a group points at the group itself. Membership stays live.
- Add someone from your organisation and they can open it, including everything inside a shared folder.
- Remove them from the group and that access goes away. Access they have another way, such as Everyone can view, stays.
- People from other companies can sit in the group. Documents opens only for people in your organisation. The share dialog says the same thing: only people in your organisation can be given access.
- Archive the group and SafetyDocs takes it off every share. People already on a job stay on that job.
Share documents covers Viewer and Editor.
Documents
Follows the group
The share keeps pointing at the group. Add or remove someone and Documents updates. Only your own Admin and Staff receive that access.
Jobs
Takes a copy
The job invites the people in the group at that moment, including other companies. The crew is its own list after that. Later edits to the group stay on the group.
A job takes a copy
A job is one site or project. Adding a group there copies those people onto that crew. The job does not keep watching the group.
- Open the job and choose Add crew.
- Under Add a group, choose the group. You can choose more than one.
- Choose Invite.
People in your organisation join the crew straight away. People from other companies get an email or a text, and join when they accept. Anyone already on the job is left as they are.
Add a new electrician to the group next month and the jobs you already copied keep the crew they had. Copy the group again when those new people should be invited. Taking someone out of the group leaves them on any job they already joined. Take them off that crew on the job.
Copying a group uses assigned invites, which start on the Bronze plan. On Free, people can still join a public job from its link or QR code.
Create the group
An Admin can create and change groups. Staff can see the names and who is in them, and cannot save changes.
- Choose Contacts.
- Choose New group, type a name, and choose Create.
- Select the people, then choose Add to group and pick the group. You can also open a person’s ⋮ menu and choose Add to group.
Search groups filters the names. Open a group to see only its people. Rename group and Archive group are on that group’s menu. Remove from group is on the person’s menu while that group is open.
Name the group for how you use it, such as Site supervisors or Harbour electrics. That name is what people see on a share dialog and under Add a group.
Creating the group does not put people in it, and it does not invite anyone or share a file. Nothing is sent until you share something in Documents or copy the group onto a job. Find a contact to see who is already connected. Share documents with a group when its members should open a folder or file.