Creating employee groups

A group brings employees together, by name or by role, so that you can designate them all at once elsewhere in Illizeo: as approvers in a workflow, as the audience of an announcement, as participants in a review cycle… A group grants no permission. This article explains how to create, compose and delete a group. It is intended for the organisation’s administrators.

Before you start #

• Groups are managed in Settings › Manage Employees › Groups.
• You need “Settings — Access” and the “Groups (employees/roles) — CRUD & members” permission from the Roles & permissions section: Access level to view groups, Execute to create, edit and delete them. By default, only the Administrator role holds it.

Group or role #

The screen reminds you: “Group employees, by name or by role, to designate them all at once as approvers or recipients in approval workflows. A group grants no permission: roles are assigned in Roles & permissions.”

• A role grants permissions on a population (see Understanding roles and permissions).
• A group is just a reusable list of people. Adding someone to a group does not open any screen to them.

Where groups are used #

A group can be chosen, among other places:

• as the approver of a workflow step, with the Group member approver type (see Flows & approvals);
• in the Target Groups of an announcement and the audience of a company document;
• among the participants in a performance review cycle;
• as the population covered by a company rule;
• as the person responsible for a task in an onboarding template, and to limit the display of a dashboard quick action.

Creating a group #

1. Click + Create a group.
2. In the New group form, enter the Group name. Two groups cannot have the same name.
3. In Members, select the group’s employees.
4. Click Create. The message “Group created successfully” confirms it.

Each group then appears as a card, with its number of members and their names.

Editing or deleting a group #

• Edit opens the group’s name and members on its card. Change them, then click Save.
• Delete asks for confirmation: “The N members will not be deleted, only the group.” Click Delete to confirm.

A deleted group no longer designates anyone. Before deleting it, check that no workflow, announcement or other setting still uses it.

Composing a group by role #

A group can also bring together the members of one or more roles, for example all HR managers. This is done from the group’s page.

1. On the groups page, the Settings side menu lists the groups under Groups. Click the group’s name.
2. On its page, open the Roles tab. The Available column lists the roles you can add, the Assigned column those in the group. Click a role to move it from one column to the other, or use Add All Roles and Remove All. The Filter field narrows each list.
3. Click Save Changes.

The Employees tab on the same page works the same way for named people, with Add All Employees.

Good to know #

• A group is composed either by roles or by named people. The tab you save from decides: saving from the Employees tab removes the group’s roles, saving from the Roles tab replaces the list of people. The Edit button in the list also saves by named people: it removes the roles from a group composed by role.
• When composed by role, the group brings together the active individual members of the chosen roles. Someone added to one of these roles later joins the group; someone removed from a role only leaves it the next time the Roles tab is saved. Automatic or dynamic members of a role are not included.
• Deleting a role removes it from the groups that contained it.

FAQ #

My group has lost its roles. #

It was saved from the Employees tab of its page or with the Edit button in the list. Reopen its page, choose its roles again in the Roles tab, then click Save Changes.

Can a group be used to grant permissions? #

No. To grant permissions to a set of people, use a role’s dynamic or automatic members (see Assigning a role to employees).