Groups

A group is a shared working area inside a workspace. Use groups to give a team, process, or project its own members, views, visibility, and daily rhythm while keeping the underlying CRM records reusable. A group can contain views for multiple objects; each view shows one object.

Use cases

Situation	A useful group setup
One founder handles all new business	Create a Pipeline group with a table view for updates and a kanban view for stage review.
Two people share outreach but divide follow-up	Add both people to the group, give the person making updates an editor role, and use an owner field on each record.
Sales and delivery need different working areas	Put active opportunities in a sales group and link the same company or customer records to a delivery group instead of copying them.
A sensitive project needs limited visibility	Keep the group private and invite only the people who need access.
Everyone should be able to see a process but only a few should edit it	Make the group visible to the workspace and add a smaller set of members with editing rights.
The sidebar has grown too large	Use favourites, folders, search, and drag-and-drop order to keep the groups used every day easy to find.

Getting Started

Create a group

In the sidebar, find the groups area.
Select New group.
Enter a group name.
Choose an icon or emoji.
Select the object the first view should show. This chooses the initial view’s object; it does not limit the group to that object.
If another group already has useful views for the same object, choose Duplicate views from…. Otherwise, leave the source blank.
Select Create group.

The person who creates the group becomes its owner. The new group opens with its first view. You can add more views for other objects later from the group’s view selector.

If no object is available, create one first from Settings → Objects or ask a workspace editor or administrator to add it.

Add members

Open the group.
Select Share in the group header.
In the members panel, search for a workspace member or enter an email address.
Select Invite.
Review the member list and role.

Group owners and group admins can add members and change group roles. An address that is not already in the workspace may be added as a limited workspace member as part of the group invitation. For a full workspace invitation with workspace and group choices together, use Settings → Members.

Set group visibility

Open the group and select Share.
In the members panel, find Group Visibility.
Turn the visibility switch on for Workspace visibility, or off for Private visibility.

The two choices mean:

Private: only invited group members can see and access the group.
Workspace: workspace members can see and access the group, but that does not automatically give them editing rights.

Only a person with the required workspace and group permissions can change visibility.

How to use it

Organise a daily sales process

Create a group for the active sales process.
Add the team members who need to work on it.
Open the group’s default view and make sure it shows the fields needed for the next action.
Add existing records with the group’s Link record action when they belong in this working area.
Create a separate view for pipeline review if the data-entry view is too detailed.
Add notes and interactions to records after important outreach, meetings, or proposal conversations.

Linking a record to another group keeps one shared customer history. It does not require a duplicate record.

Manage group members and roles

In Share, group admins can:

Search the group roster.
Invite a person.
Change a member’s group role, except for protected owner situations.
Remove another member.
Leave the group themselves when the group rules allow it.

Use these group roles:

Role	What the person can generally do
Owner	Full group control. The owner cannot be removed from the group.
Admin	Manage group members, views, settings, and group work.
Editor	Create and edit records and messages in the group, and work with views where permitted.
Viewer	View the group’s records, views, and available charts without changing the group’s work.

The workspace role still matters. A person needs both workspace access and sufficient group access for the action they are trying to take.

Change the group name or icon

Open the group’s actions menu from the sidebar.
If you have permission, edit the group name in the menu.
Choose the emoji or icon button to change the group icon.
Press Enter or click away from the name field to save it.

Add a group to favourites

Open the group’s actions menu in the sidebar.
Select Add to Favourites.
Open the Favourites section to reach it quickly.

Select Remove from Favourites when the group is no longer a daily priority. Favourites are a personal sidebar preference; they do not change who can access the group.

Open the group’s actions menu.
Select Folder or Move to folder.
Choose an existing folder, or select New folder and enter a folder name.
Use the folder arrow to collapse or expand its groups.
Open the folder actions menu to rename the folder or remove the folder while keeping its groups.

Good folder names describe the work, such as Sales, Customers, or Operations. A folder is only a navigation aid; it does not create a new permission boundary.

Reorder and find groups

Drag a group to a new position within its current folder.
Drag a folder to change the folder order.
Use the group search button when the sidebar contains many groups.
Collapse My Groups or Favourites when you need more room.

The sidebar order, folders, collapsed state, and favourites are personal preferences. Reordering them does not change the order or access for other members.

Collaborate without making the group too broad

Use a private group for customer information that only a named team needs. Use a workspace-visible group for a shared process that many people should be able to read. Give editing roles only to people who are expected to change records, views, or settings.

For handoffs, keep the record shared, write the decision in a note, mention the teammate who owns the next action, and use the record’s owner or next-action fields for accountability.

Troubleshooting

New group is unavailable

Creating a group requires workspace and group editing permission. Ask a workspace administrator to check your workspace role. If there are no objects to choose from, create or enable an object first.

I cannot edit the group name or visibility

Check that you are signed in to the expected workspace and that you have group editing rights. Viewers cannot change group settings. A workspace-visible group can be viewed by more people than can edit it.

I cannot invite someone to the group

Only the group owner or group admin can add group members. Check the email address, confirm the person is not already in the group, and ask a workspace administrator if the workspace has reached its member capacity.

A person can see the group but cannot change records

This is expected when the group is workspace-visible but the person is not a group editor or admin. Add the person to the group and give them the lowest group role that supports their work.

A person cannot leave the group

The owner cannot leave while they are the owner. The last group administrator or the last group member may also be protected from leaving. Promote another suitable admin or add another member first.

I cannot reorder groups

Groups can be reordered within the same folder. Move the group into the intended folder first if it is in a different folder. If the drag handle is unavailable, check that the group list has finished loading.

A folder name cannot be saved

The folder name may already exist. Choose a different name, or rename the existing folder instead. Removing a folder keeps its groups and returns them to the top level.

Deleting a group seems risky

Treat group deletion as a structural change. Confirm that the group is no longer needed and that its records and views are available elsewhere before deleting it. Removing a group should not be used as a substitute for hiding it from the sidebar or changing visibility.

Privacy and safety

Visibility controls who can see the group; roles control what a person can change. Review both before sharing customer or proposal information. Do not use a folder or favourite as a privacy control. Before removing a member or deleting a group, confirm where the team’s notes, views, and next actions should remain.