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Create and manage a (sub)group

 

Introduction

Groups and subgroups are how you organise colleagues and enable collaboration in BCS Connect. For each group you decide which features are available, who can see the group and which role members have.

In this article you'll learn how to create a group or subgroup, choose group features and privacy settings, set administrators and roles, and add members.

Note:
Which user type is allowed to create new groups is configured platform-wide. Don't have the right permissions? Contact your administrator.

 

How do groups and subgroups work?

A group is a central place where members communicate and work together. Use subgroups to organise smaller teams or sub-units within a main group.

  • Group: the main structure, for example a department, project or location.
  • Subgroup: a smaller team within a main group, with its own members and settings.
  • Group features: the tools you enable per group, such as timeline, calendar, chat and documents.
Info:
All group settings can be changed later. You don't have to make every choice final at the moment of creation.

 

Group types and group features

When creating a group, you start by choosing a group type. The group type determines which features are enabled by default.

Available group types (depending on your platform):

  • Group
  • Project
  • Department
  • Location
  • Division

Available group features (depending on the template):

  • Timeline
  • Calendar
  • Documents
  • Group pages
  • Group chat
  • Applications
  • Booking tool
  • Collaboration
Tip:
The default group types can be customised at platform level. Send an email to support.plek@bcs-hr.com if you'd like changes.

 

Group privacy settings

The privacy settings determine who can see the group and who can join it. There are three types:

Open group

  • The group and its content are visible to everyone.
  • Users can join themselves, optionally on request.
  • You can require administrator approval before joining.
  • Non-members can post and reply if this option is enabled.

Closed group

  • The group is visible to everyone.
  • The content is visible only to members.
  • Users can join by request or by invitation.

Hidden group

  • The group is visible only to members.
  • The group does not appear in the group list.
  • Users can only join by invitation.
Tip:
Personalise your group with an image and a welcome message so new members immediately know what the group is about.

 

Creating a new group

Follow these steps to create a new group:

  1. In the navigation bar, hover over Groups or click Groups.

  2. Click + New group.

    New group button in the Groups menu

  3. Choose a group type, such as Group, Project, Department, Location or Division.
  4. Under Group features, check that the desired features are enabled. Click the arrow to switch features on or off.
  5. Set the privacy (open, closed or hidden).
  6. Give the group a name and, optionally, an image and welcome message.
  7. Click Create. Your group is now ready to use.

 

Creating a subgroup

Subgroups are linked to a main group. You can only create a subgroup if you are an administrator of the main group, or a platform administrator.

  1. In the navigation bar, hover over Groups.
  2. Click + New group.

  3. Under Privacy settings, click Make this a subgroup.

    Make this a subgroup option under privacy settings

  4. Select the main group from the list.
  5. Give the subgroup a clear name.
  6. Choose who can join:
    • Only members of the main group
    • Also members outside the main group
  7. Set the privacy and click Create.
Info:
You can convert existing groups into subgroups later, and link subgroups to a different main group.

 

Setting administrators and group roles

For each group, you can assign multiple administrators and change the role of members. This determines who can do what within the group.

  1. Open the group and click Group members.
  2. Click the three dots next to the user whose role you want to change.

  3. Click Edit user.

    Edit user menu next to a group member

  4. Choose the desired role and save the change.
Tip:
Add a group to your favourites by clicking the bookmark icon at the top right of the group page. This makes it easier to find later.

 

Inviting or adding members

Follow these steps to add members to a group:

  1. Click Groups in the navigation bar.
  2. Click the group you want to add someone to.
  3. Click Group members.
  4. Click Add members.

  5. Select the desired user(s) from the list.

    List of users to add to the group

  6. Click Invite members, or, if you are an admin, click Add members.
Info:
Invited members appear under Invited members until they accept the invitation. Members added directly are immediately visible in the group members list.

 

Troubleshooting

I can't create a new group

  • Check that you have sufficient permissions. A different permission level may apply per group type.
  • Refresh the page and try again.
  • Ask your platform administrator whether your user type is allowed to create groups.
  • Check that you are an administrator of the main group.
  • Platform administrators can select any visible group as the main group.

A user can't join the group

  • Check the group's privacy settings.
  • Check whether administrator approval is required.
  • For a hidden group, users can only join by invitation.

The problem persists

Still not working? Send an email to support.plek@bcs-hr.com.