Groups: Managing

In this guide we will show you how to manage your groups, including:

• customising the logo and/or colour

• creating groups/sub-groups

• adding crew, documents and workflows

• adding files to a group

Click on your Group and navigate to the Settings page.

You can:

• rename your group

• provide a description

• change your colour. Simply click on the coloured block and select your colour. You can specify an exact colour using RGB, HEX or HSL codes (flick between each type of code using the small arrows); and

• add a photo from your saved files or photos (PNG or JPEG)

The colour and photo won't be displayed to your crew, just to your Workspace Users

If this group is a member of a sub-group or has any sub-groups itself, they will be listed here. You can change which sub-groups it is a member of, or has by clicking the Edit Groups button. You will be presented with a list of options (including current relationships). Simply select or de-select from the list.

If you add a group as a sub-group then all of the Files (but not Documents) attached to the group will automatically be available to crew associated with the sub group

Make sure you press Save once you have made the changes you want

You can see all Crew associated with a group by clicking the Items >> Crew pill. By clicking anywhere on a crew member you will be able to see all of the profiles they are associated with.

To add a Crew Member to your Group all you need to do is head to the Crew page and select the Crew Member you wish to add.

Click on +edit groups and just choose the Group(s) you want to assign them to 🥳

Clicking on the Items >> Documents pill will take you to a list of all documents added to the Group.

Documents that are associated with a crew member who is in the group are not automatically pulled through to a Group

To assign a document to a group just follow these really simple steps:

• Head to the documents section of your workspace

• Click on the document you want to assign to the group or add a new one

• Under document details there is a title "Groups". Simply press +edit groups and you can choose one or more groups to assign this document to ☑️

Clicking on the Workflows pill will take you to a list of all workflows added to the Group.

To add a Workflow to a Group, head to the Workflow section of your Workspace.

Select the Workflow you want to add to a Group. In the General Information section, there is a button + Edit groups. Simply click this button and select the groups that you want to add the Workflow to

You will also see which Workflows are already added to the Group, and have the option of de-selecting

The Files function is similar to adding a file to a Workflow.

The File can be private to just your Workspace Users or you can make it available by using the Available to crew member toggle switch

Adding a File to a Group and toggling it to make it available to Crew will make it available to all Crew Members that are associated with a Workflow in that Group.  

FAQ: Can you give me an example of when I might want to add Files to a Group?

If you had individual Workflows for each of your roles on board a vessel, you may want to group these Workflows together in a Vessel, and add a File to the Vessel to enable it to be accessed to all Crew Members who have completed the Workflow.

You can:

• change whether the document is available to Crew Members by using the toggle switch under the File. You might want to do this when a file, such as a handbook or policy and procedure is updated

• delete Files and they will no longer be available to Crew Members or your Workspace Users

Do not use this function to add a File that you only want an individual Crew Member to see!