Groups within a project

Who this is for: Recruiters and service providers managing a project team What you'll learn: What a group is, how to create one, how to add members, what the group gallery and messaging are for, and how to manage groups

Overview

A group is a smaller, named team within a project. While the project team is everyone working on the production, a group lets you organise people into subsets — the art department, the cast, the production assistants, or any other logical unit you need. Groups are only available in multi-member projects.

You can use a group to:

• Keep a focused set of people together without giving them access to everything in the project
• Send messages to all group members at once
• Maintain a dedicated gallery for that group's work

How to create a group

1. Open your project and select Groups from the feature cards.
2. Tap Create group.
3. Enter a name for the group.
4. Confirm to create the group.

The group is created immediately and you are taken to the group page where you can add members and manage settings.

How to add members to a group

1. Open the group from the project's Groups section.
2. Go to Members within the group.
3. Select Add member.
4. Search for the person — they must already be a member of the project.
5. Confirm to add them.

You can add as many project members as you need to a group.

The group gallery

Each group has its own gallery for photos and videos. Use it to collect material specific to that team — for example, the costume department's reference images, or clips from a rehearsal involving just the cast group.

Any group member can upload to the group gallery.

Group messaging and email

You can send a message to all group members at once using the group email tool. Open the group and go to Email to compose a message. It is delivered to everyone in the group — useful for sharing updates, schedules, or call sheets with a specific subset of the team.

You can also view sent messages and archived messages from the same section.

Managing group members

• Edit a member's role or permissions — open the group's Members section, find the person, and select the edit option.
• Remove a member — find the person in Members and select the remove option. They are removed from the group but remain a member of the project.

What happens when you no longer need a group

You can archive or close a group when it is no longer active. Archiving keeps the group visible as a record but prevents new activity. The group's gallery and message history are retained.

Common questions

Is a group the same as the project team? No. The project team is everyone in the project. A group is a named subset of that team. Someone must be a project member before you can add them to a group.

Can a person be in more than one group? Yes. A project member can be in multiple groups within the same project.

Can group members see the whole project? Being in a group does not change a person's project-level permissions. What they can see depends on their project role (Owner, Admin, or Member), not which groups they are in.

Can I send a message to just one group and not the others? Yes. Messages sent from a group's email tool go only to the members of that group.

Can I create a group without adding anyone to it first? Yes. You can create an empty group and add members later.

What happens to a group's gallery if the group is archived? The gallery remains accessible as a read-only record.

Related help

• Projects — an overview
• Managing your project team
• Events — creating and managing