Some settings belong to a set of people, not one person: who gets job emails, who can be booked on overlapping jobs, who sees shared messages, and what they can open. A group lets you set that once.
Summary
A group is a named set of people. It can hold your office users, your Crew Members, or both. Create groups in Settings › Code Tables › Groups. Each group has three switches: Do Not Notify, Allow Double Booking and Share Messages. You can also give a group its own permissions. What goes wrong: putting Crew Members in a group with Share Messages on, so they see messages meant for your team.
How to do it
- Go to Settings › Code Tables › Groups and click Add Record.
- Give the group a Name people will recognize, and a Description of who belongs in it.
- Turn on only the switches this group needs.
- Under In Group, search for people and add them. Check whether each one is an office user or a Crew Member.
- Click Add.
- If the group needs its own access, set it in Settings › Permissions.
That is the group set up. Read on before you turn on Share Messages or add Crew Members.
On this page
What each switch does
| Switch | What it does | Use it for |
|---|---|---|
| Do Not Notify | Members get no emails from NextCrew. | Crew on long-term jobs who don't need to hear about every new job. |
| Allow Double Booking | Members can be booked on jobs whose times overlap. | One person who holds two roles at a client and switches between them as the client needs. |
| Share Messages | Members can see the messages posted by users in the group. They can't see who else is in the group. | A team that works together and needs the same message history, such as your staffing desk. |
⚠️ Watch out
Only put Crew Members in a group with Share Messages on if you want them to see those messages. They will see what your team posts, and they won't know who else is in the group.
Who can be in a group
The In Group search lists office users and Crew Members together. Each name shows which one it is, such as (Admin) or (Crew Member).
Keep groups of office users and groups of Crew separate unless you mean to mix them. A mixed group gets every switch and permission you set on it.
You can also add an office user to a group from their own record. See Add an Office User.
Give a group its own permissions
Once a group exists, you can decide what its members can do and see. There are two kinds.
| What you want to control | Where | How |
|---|---|---|
| Which records and fields they can read or change, such as a Crew Member's SSN | Settings › Permissions › Group | Choose Add New. Pick the Group, the Office Location, the Record Type and the Level: Read, Write or Deny. Click Add. |
| Which screens, menus and actions they can use | Settings › Permissions › System › Group Permissions | Pick the permission and the group, and choose whether to allow it. Click Add. |
When settings disagree, the more specific one wins. NextCrew checks them in this order: Global, Role, Location, Group, then User. So a group setting overrides a role, and a setting for one person overrides their group.
By default only the master admin sees Permissions. The master admin can let other admins see it.
Where groups show up
- Channels: add a whole group to a group conversation. Adding a group adds everyone in it. See Channels.
- Scheduling: Allow Double Booking decides whether members can be booked on overlapping jobs.
- Notifications: Do Not Notify stops NextCrew emails to members.
- Permissions: group access sits between role and user settings.
Change or remove a group
Click the arrow at the end of the group's row. Change the name, the switches or the members, then click Update.
⚠️ Watch out
Delete sits next to Update. Before you delete a group, check Associated Records. That number shows how much still uses it.
Turning a switch on or off changes it for everyone in the group straight away.
Someone sees too much, or too little
| Check | If yes | If no |
|---|---|---|
| 1. Is a Crew Member seeing your team's messages? | Open each group they are in and check Share Messages. Remove them from any group they shouldn't be in. | Go to check 2. |
| 2. Is someone missing job emails? | Check whether they are in a group with Do Not Notify on. | Go to check 3. |
| 3. Can someone see a screen or record they shouldn't, or not see one they should? | Check their groups on both Permissions tabs. A setting for that one user overrides the group. | Contact support with the person's name, the screen and what they expected to see. |
Questions people ask
Can a Crew Member see who else is in their group?
No. With Share Messages on, they see the messages, but not the member list.
Can one person be in more than one group?
Yes. Each group's switches and permissions apply to them.
Is a group the same as an Admin Role?
No. An Admin Role says what someone handles, such as invoicing, and can carry permissions. A group is a set of people you manage together.
Does Do Not Notify stop app notifications too?
It stops NextCrew emails. If you need to stop other messages, check that person's notification settings.
Other ways people ask this
- How do I create a group?
- Why can my Crew see our messages?
- How do I stop emails to Crew on long-term jobs?
- How do I let someone be booked on two jobs at once?
- How do I set permissions for a group?
- What does Share Messages do?
Related guides
- Lookup Tables (Code Tables): Start Here — every lookup table and what it controls
- Add, Change or Delete a Code Table Value — the edit steps that apply to every table
- Channels: Create a Group Conversation — group conversations with your team and Crew
- Add an Office User — adding a user and their groups
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