2. Prepare your organisation

Set up groups

Learn how to create groups and add people to them via the web app in LambdaAssetCheck, so you can assign work to a team rather than chasing individuals.

Last updated: August 2026

What you'll need

Tier	Any plan
Platform	Web app
Permission	The Users platform-management capability — the same one that governs users. Owner and Administrator have it by default.
Where	Administration → Users / Groups / Sites → Groups

Note: If your organisation syncs people from an external system, some membership may be managed outside LambdaAssetCheck. Check with your administrator whether you create groups here or only review synced ones.

What groups are for

A group is a collection of users — usually a team or department, such as Operations, Maintenance, or Safety. Groups let you:

Assign work to a team. Schedules, tasks, work requests, work orders, and inspection rounds can all be assigned to a group, and any member can pick the work up.
Scope templates, where the product supports group scoping.
Name a group manager who can assign rounds for that group.

Important: Groups do not grant permissions and do not grant site access. What someone can do comes from their roles; which sites they can see comes from assigning the user to sites, combined with their role's Site data access. A group has no site relation at all.

Create a group

Go to Administration → Users / Groups / Sites and open the Groups tab.
Select Create group.
Enter a Name — for example Maintenance Team.
Add a Description if it helps others understand the group's remit. It is optional.
Select Save group.

Creating a group from the Groups tab: entering a name and description, saving, and the new group appearing in the list

The group appears in the list with 0 members. Add people to it next.

Add users to a group

In the Groups list, select Manage users in the group's Actions column.
Select Add Users.
Search by name, email, or employee number, and select the people to add.
Select the add button, which counts your selection — for example Add 3 Users.
Select Close.

Opening Manage users on a group, selecting people from the list, and adding them so the group shows its new members

A person can belong to more than one group.

Name a group manager

On the group's member list, turn on Group manager for a member.

Turning on the Group manager toggle for a member, which adds the Group manager badge to their row

This lets them assign that group's inspection rounds. It changes nothing else — not their role, not their permissions, and not which sites they can see.

Make a group inactive

In the Groups list, select Mark group as inactive in the Actions column.
Confirm.

The status changes to Inactive and the action becomes Mark group as active, so you can bring it back later.

Limitations

Groups never grant site access. Adding someone to a group does not let them see a site's data. Site access is always a user-to-site assignment.
Groups never grant permissions. They cannot be used in place of a role.
Managing groups needs the Users capability, not a separate groups permission. Someone who can only manage sites cannot create a group.

Frequently asked questions

I added someone to a group but they still cannot see the site's data.

That is expected. Groups carry no site access. Assign the person to the site directly — see Manage your users.

Can I assign a group to a site so everyone in it inherits access?

No. There is no group-to-site relationship. Site access is always assigned per user.

Can someone be in several groups?

Yes. Membership is not exclusive, and work assigned to any of their groups reaches them.

What is the difference between a group and a role?

A role decides what a person can do. A group decides who work is assigned to. They are independent — you need both.

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