User groups

A user group is a named set of internal users of one company, such as a team, a department or the people who handle one customer. Wherever TrakIT sends something to users, such as a report, a reminder or an event action’s email, you can choose a group instead of naming each person. When people join or leave the team, you change the group once, and everything sent to it follows.

The User Groups page lists the groups you can see. From here you create a group, open one, ask to join a group or leave it, and export the members.

To open it, select Admin > User Groups. Each group opens on the User group page.

How groups work

A group belongs to one company. Only internal users whose own company is the group’s company, and who are not locked, can be added as members. External users cannot be members.
Every group has an owner, who is always a member. The owner and the system administrators manage the group: its settings, members, requests to join, ownership and archiving.
A group has a Code of its own, which never changes. Event and data actions name the group by it, as [G-CODE].
The Type (Operational, Project, Department or Notification-only) is a label, which you can filter the list by. It does not change how the group works.

Visibility

Each group’s Visibility decides who sees it:

Visibility	Who sees it
Visible	Every internal user. Users whose own company is the group’s company can ask to join.
Private	Only its members. Users join only when the owner adds them.
Hidden	Only the owner and the system administrators. Members see just its name in their own list, and can leave it.

System administrators see every group.

What a group receives

A group’s Email Recipients setting decides where its emails go:

Email Recipients	An email to the group goes to
Group Email + Member Emails	The group’s Email, if it has one, and every member.
Group Email Only	Only the group’s Email, for example a shared mailbox or a distribution list.
Member Emails Only	Every member. The group’s Email is for information only.

Chat messages, app notifications and text messages always go to the members. A text message reaches only the members who can receive them, with Enable SMS on and a mobile number on their user record.

TrakIT sends only to members who are internal users, not locked, and still in the group’s company. A member who moved to another company or was locked stays in the group, marked on its page, but receives nothing. An archived group receives nothing at all.

Where a group can be a recipient

You can choose a group wherever these recipients are set:

Where	How you choose the group
Event and data actions, in Event and data definitions: Send Email, Send Documents, Send Chat Message, Send App Notification and Send Message	In Recipient List, choose the group in + Add a user group, or type its code as `[G-CODE]`.
Subscriptions of workflow reports, advanced reports and query reports	In Set Recipients, type part of the group’s name and choose it from the list, in To:, Cc: or Bcc:. See Choose the recipients.
Add Recipients on the advanced report’s subscriptions	Type the group’s code as `[G-CODE]`.
Reminders on the date fields of entities and assets, under Admin > Masters > Data Fields	Choose the group among the users to remind.
Geofence triggers of a location	In Select Users or Groups to notify, type part of the group’s name and choose it.
The Tell setting of a rate card, under Rate management	Choose the group that is told when the card’s rates are about to run out and when new rates come in. See Rate card.

In the lists, a group shows its company, and most lists mark it with a people symbol (👥). The lists offer the active groups you can see, including Hidden groups you are a member of. TrakIT refuses a group that is archived or that you cannot see (User group … is archived, No user group has the code …). A group already on a list stays there if it is archived later, or if you can no longer see it.

The group’s page tells its owner how many reports, reminders, event and data actions and geofence triggers name the group.

Find a group

Select a tab:
- My Groups: the active groups you are a member of.
- All Groups: every active group you can see.
- Archived: the archived groups you can see.
To narrow the list, type part of a group’s name, code or description in Name, Code or Description and press Enter, or choose a Group Type or a Company. Company appears when the groups you can see are in more than one company.

TrakIT remembers the tab for the next time you open the page. If the page opens on My Groups and you are in no group, it shows All Groups instead.

Column	Shows
Icon	The group icon, or the symbol of the group’s type.
Group	The group’s name, its code and its description. Select the name to open the group. For the owner and system administrators, a count such as 2 requests says how many requests to join are waiting.
Company	The group’s company.
Type	Operational, Project, Department or Notification-only.
Visibility	Visible, Private or Hidden.
Owner	The group’s owner.
Members	How many members it has.
You	Owner, Member or Requested. For an archived group, also when it was archived.

On a Hidden group you are a member of but do not manage, the row shows only its name, and you cannot open it.

Create a group

Select New Group.
In New User Group, fill in the fields below.
Select Create.

The new group’s page opens. You are its owner and first member: add the others with Add Members.

Field	What to enter
Name	A name for the group, up to 100 characters, unique in its company. Required. It cannot contain `! # $ % * ; < = > @ ^ { } ~`.
Code	2 to 20 letters, digits or underscores, unique across all companies. Required. Letters are capitalized. It cannot be changed later.
Company	The group’s company. It is your own company; a system administrator can choose any company. It cannot be changed later.
Owner	Shown when a system administrator creates a group in a company other than their own: the group’s owner, a user of that company.
Type	Operational, Project, Department or Notification-only.
Email	Optional: an email address for the group, such as a shared mailbox or a distribution list.
Email Recipients	Where the group’s emails go: see What a group receives. Group Email Only needs an Email.
Visibility	Visible, Private or Hidden: see Visibility.
Description	Optional, up to 500 characters.

Message	What to do
Code must be 2 to 20 letters, digits or underscores	Change the code.
The code … is already used by another group	Choose another code.
A group named … already exists in this company	Choose another name.
Name contains characters that are not allowed	Remove the symbols from the name.
Enter the group’s email address, or choose another Email Recipients option	Enter an Email, or choose another Email Recipients.
Choose the group’s owner: a user whose primary company is followed by the company	Choose an Owner of the group’s company.

When a system administrator makes someone else the owner, the owner receives an email and a chat message, You own a new user group.

Join or leave a group

To join a Visible group of your own company:

Select Request to Join on the group’s row.
Add a Note for the owner, if you like, up to 300 characters.
Select Send Request.

Your request goes to the group’s owner by email and chat message; if the owner cannot be emailed, it goes to the system administrators. The You column then shows Requested. You become a member when the owner approves it, and are told by email either way. To take the request back, select Withdraw Request.

To join a Private or Hidden group, ask its owner to add you.

To leave a group, select Leave on its row, then confirm. You no longer receive what is sent to the group; to rejoin a Private or Hidden group, its owner has to add you again. The owner is told by chat message. The owner cannot leave: they transfer ownership to another member first, or archive the group if they are its only member.

Export the members

Select Export to download, as an Excel file, the members of every group on the tab, with the filters you applied. Each row has the group’s name, code, company, type, visibility and status, then the member’s user ID, name, email, company, role in the group (Owner or Member), when and by whom they were added, and their status: Active, or why they receive nothing. Groups you cannot open are left out.

Who can use this page

Every internal user can open the page, see the groups visible to them, ask to join and leave groups. External users cannot use it.

Section	Permission	Allows you to
User Groups	Create	Create groups with New Group.

System administrators can create groups in any company and manage every group. Everything else on a group is for its owner and the system administrators: see User group.