User Groups let you save a team of users once and pick that team as the recipient of an email, report, reminder or alert. When the team changes, you update the group in one place and everything that uses it follows.
At a Glance
Admin → User Groups shows the groups you belong to, the groups you can ask to join, and the archived ones.
If the same five people need a shipment alert, a daily report and a reminder, you would normally pick those five people each time. When someone joins or leaves the team, you have to find every place they are named and fix it. With a User Group you keep one list of people under one name, pick that name wherever a recipient is needed, and change the members once.
Examples: Import Operations, Claims Team, Finance Approvers.
You need permission to create groups: ask your administrator for User Groups (Create) in Role Management. If you do not see the New Group button, you do not have it yet.
- Go to Admin → User Groups.
- Click New Group.
- Fill in the form:
- Name: what people will see, for example "Import Operations". A name can be used once in your company.
- Code: a short tag of 2 to 20 letters, digits or underscores, for example
OPS_IMP. Event actions use it to name the group as[G-OPS_IMP]. The code cannot be changed later, so choose it with care. - Type: Operational, Project, Department or Notification-only. It helps you organize and filter groups and does not change how a group works.
- Email: optional. Use it when the team has a shared mailbox or distribution list.
- Email Recipients: who receives an email sent to the group (see below).
- Visibility: who can see the group (see below).
- Description: optional. Say what the group is for.
- Click Create.
You become the owner of the group and its first member. A group belongs to one company, your own. A SysAdmin can create a group for any company and choose its owner.
- Group Email + Member Emails: the group's email address (if it has one) and every member receive the email.
- Group Email Only: only the group's email address receives it. Use this for a shared mailbox. An email address is required.
- Member Emails Only: every member receives it. The group's address is for information only.
- Visible: every internal user can see the group. Users of the group's company can ask to join, or the owner can add them.
- Private: only members can see the group. The owner adds people.
- Hidden: only the owner can see the group. Members see just its name in their own list, with a Leave button. The owner adds people.
SysAdmins can always see every group.
Only the owner (or a SysAdmin) can add members.
- In Admin → User Groups, click the group name to open it.
- On the Members tab, click Add Members.
- Search by name, user ID or email, tick the people you want, and click Add.
Each person you add is told by chat. Only internal users whose primary company is the group's company, and who are not locked, appear in the list.
To remove someone, click the x at the end of their row. The owner cannot be removed: transfer ownership first.
The Members tab shows each member, their company, when they were added and their status.
A member stays in the list but is skipped when messages are sent if they are locked, have moved to another company, or are an external user. The Status column says why, for example "Locked - not sent to". Everyone else shows Active.
- Go to Admin → User Groups and open the All Groups tab.
- Find a Visible group of your company and click Request to Join.
- Add a short note for the owner if you like, and click Send Request.
The owner is emailed and can Approve or Decline from the group's request list, and you are told the outcome. Until then you can click Withdraw Request.
To leave a group, click Leave next to it. You can leave at any time. An owner must transfer ownership first.
- Edit: change the name, description, type, visibility, email and email option. The code and company stay as they are.
- Group icon: click the group's picture to upload one. It is cropped to a circle.
- Transfer Ownership: hand the group to another member, who is told by email and chat.
- Export: download the members as an Excel file, from one group or from the list.
- Action Log: a tab showing who did what and when: members added or removed, edits, requests, ownership changes and exports.
- Archive: retire a group you no longer need.
Groups are archived, not deleted. An archived group sends to nobody, but it stays in the reports, reminders, actions and alerts that already name it, so nothing breaks. It cannot be picked in new places. Click Reactivate to bring it back as it was. Before you archive, the group page shows where the group is used, so you know which alerts will stop.
A user who owns a group cannot be deleted until the group is transferred to someone else.
Wherever you can choose users as recipients, you can choose a group instead. You can only choose groups you can see that are not archived.
- Event and data actions (Sequence Actions): in the recipient list, choose the group from the user group dropdown. It is added as
[G-CODE]; you can also type it. Members receive the email, chat message or text, depending on the action. - Advanced Reports: in the recipients box, enter the user group name, along with any user IDs or email addresses.
- Reminders for data fields (Scheduler): pick the user group in the recipients list, where it appears as 👥 Group name (Company).
- Location alerts (geofence triggers on a location): pick the group in the users list, also marked 👥. Everyone in the group is notified when the trigger fires.
In report recipients, a user group name shows in the Recipients column as below:
Similarly user groups can be added as recipients while setting up reminders for data fields and Location alerts for geofence triggers.
In Event / Data action, a user group name appear as [G-CODE] :
A group picked as a recipient. Groups are marked with 👥.
- Name groups by purpose, not by person: Claims Alerts, not John's Team.
- Choose the code with care, because it cannot be changed.
- Keep a second person ready to take over as owner, in case the owner leaves.
- Use Notification-only groups for people who only need alerts.
- Check where a group is used before you archive it.
If a group does not appear where you expect it, it may be Private or Hidden, or archived. Ask the group's owner.
Questions? Write to TrakIT Support at support@trakit.in.
