# Setting up groups for separate teams

> Split users into teams, regions or departments, so each person sees only their group's reports and admins manage only their people.

Source: https://help.venzeo.com/en/article/groups
Language: en
Updated: 2026-10-27

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.

![The Add new Group pop-up with a name and colour filled in and Only selected ones chosen under Members](https://help.venzeo.com/help-assets/images/en/groups-add-popup.webp)

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](https://help.venzeo.com/en/article/adding-new-user) or [edit a user](https://help.venzeo.com/en/article/user-editing), 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](https://help.venzeo.com/en/article/customizing-interface).