Organise groups and sites

Groups model working teams or organisational units. Locations model sites or geographic scope. They support audience targeting and access decisions without turning every organisational difference into a custom role.

Before you start

• Workspace admin access is required to create and maintain groups or locations.

• Agree a naming convention and owner so duplicate or temporary structures do not accumulate.

Step by step

1. Create the organisational record

Open Settings → Groups or Settings → Locations and create a record with a distinct, recognisable name. Use the appropriate type rather than using a group to represent a physical location.

2. Add the intended members

Open the record and add workspace members. Membership affects eligible scope; it does not replace the person’s workspace role.

3. Apply supported rules or scope

Use group or location rules where offered, and choose the group or location when scoping project access, deadlines or audiences.

4. Check the matrix view

Open the Group matrix or Location matrix to compare people and assignments across records. Correct gaps or accidental multiple memberships from the owning record.

5. Archive or delete carefully

Prefer deactivating or archiving a structure that has historic meaning. Before deletion, confirm no active workflow relies on it.

What happens next

• Scoped project dates and access use the current memberships while preserving existing project evidence.

• Use custom roles for capabilities and groups or locations for organisational scope; one does not automatically imply the other.

Troubleshooting

A person is not available to add

They must first be an active member of the workspace. Resolve pending invitations or join requests in Team.

The matrix and a project appear inconsistent

Check the active workspace, project-specific membership and whether the project uses a group, a location or direct members.

A location is inactive

Reactivate it before expecting it to appear in new scope selectors; historic references remain for auditability.

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