Setting up groups for separate teams

Only administrators can set up groups. Groups help when several teams share one Venzeo™ account but should not see each other’s reports, for example branches, regions or contractors.

How groups work

• Every user is in at least one group, and can be in several.
• Everyone, administrators included, sees only reports from colleagues who share a group with them.
• Administrators see, edit and add users only in their own groups.
• Reports show their group’s colour, and Filter by group name shows one team’s reports.

Turn groups on

Warning: Groups turn on at once, without a confirmation, for your whole organisation. You cannot turn them off again in the web interface; only Venzeo™ support can (support@venzeo.com).

1. Open the main menu. Groups has the Inactive tag until you turn it on.
2. Expand Groups and choose Manage groups.
3. Click Activate Groups functionality. The message “Successfully saved” appears and the page reloads with the list of groups.

All existing users are now in one group called General, so they still see each other’s reports until you create more groups. You can rename the groups you create, but not General.

Create a group

1. Open the main menu, expand Groups and choose Create new Group. The Add new Group pop-up opens.
2. Enter the Name, for example Maintenance or North Branch.
3. Optional: add a Description. Only administrators see it.
4. Pick a Color.
5. Under Members, choose Assign all active users to this group, or choose Only selected ones and pick the people in Users within this group.
6. Click Save. The pop-up closes, the message “Successfully added” appears and the group is listed on the Groups page.

To change a group, click Edit in its row on the Groups page.

Assign users to groups

You can also set groups per user: when you add a new user or edit a user, choose their Groups. A user cannot be removed from their last group. Add them to another group first, or deactivate them.

Tip: Keep group names short and recognisable. Your users see them next to their reports.

To turn on other optional features, see Turning optional features on or off.