Managing + creating user groups

We have made groups in Assembly even more customizable to fit your organization’s needs. While create some groups automatically for you, you can also create custom groups for ultimate flexibility. With this feature, you can create custom groups to use with features like:

• Recognition + awards - give recognition/awards to groups

• Announcements - share announcement with a specific group of employees

• Earned balance and giving allowance deposits - easily update point balances by selecting specific group(s)

NOTE: we currently have not updated the open-ended and reply text inputs to support @ mentioning groups. We plan to make this update in the near future!

Who can use this feature?

• Only admins can create and manage groups

What to expect

• You can create custom groups as well as manage automatic groups created based on department, work location, and manager status information

• All active groups will automatically appear throughout the platform for you to select and use

• Groups will automatically update based on their criteria

• You can deactivate any group at any time

Creating and Managing Groups

Employees are organize into groups in two ways:

1. Auto-Created Groups (automatically generated from your Assembly database)

2. Custom Groups (groups you manually define)

All of these groups will automatically appear wherever groups are displayed in Assembly (this is our current behavior).

Auto-Created Groups

Auto-created groups make it easy to organize people by employee profile information such as departments, work locations, and managers. We already support these groups in the platform, but now we have made it easy for you to manage them.

• Department groups: automatically created based on the departments in your employee database

• Work location groups: automatically created based on the work locations in your employee database

• Manager group: automatically created to include all employees in your platform that are designated as a ‘manager’ in the system

Activating/deactivating auto-created groups

• By default, all auto-created groups are activated

• When a new department or location is added to your Assembly database, a group will automatically be created for it and activated by default.

• You can deactivate individual automatic groups or deactivate the group type as a whole if you do not wish to use these groups/use custom groups instead

To deactivate automatic groups:

1. Go to https://app.joinassembly.com/users/groups

2. Go to the ‘Automatic groups’ tab

3. To deactivate ALL automatic groups for department, work location, or managers:

   1. Deactivate the toggles for whichever group type you no longer wish to use

   2. This will deactivate all the related groups in your automatic groups list

   3. These groups will no longer appear in the groups lists or be selectable throughout the app

   

4. To deactivate individual groups within the automatic groups list

   1. Simply find the group you wish to deactivate and toggle the switch to ‘Off’

   2. This will remove this group from the list of groups throughout the app

5. You can reactivate individual or all groups at any time by turning the toggles to the ‘On’ position

Custom Groups

Custom groups allow you to create groups based on specific criteria (or combination of criteria), or by selecting individual people.

To create a custom group:

1. Go to https://app.joinassembly.com/users/groups

2. Click the blue ‘Create group’ button

3. Enter the group name

4. Add employees to the group, via selecting individual people, uploading a CSV, or using criteria (more on this below)

5. Click ‘Save’

These custom groups will appear in the group lists throughout the platform, among any active automatic groups.

Adding individual people to a group

If you choose to add individual people to a group, you can select individual people (including active, pending, and queued) users to add to the group.

1. From the ‘add people’ step, select the ‘People’ option

2. Select the ‘Add people individually’ radio button

3. Click the ‘+Add’ button

4. Search for and select the people you wish to add

5. You can remove them by clicking the ‘X’ in the chip next to their name

6. When you save, all users will be

You can also bulk add individual people to the group using comma separated emails or a .csv upload of emails

1. From the ‘add people’ step, select the ‘People’ option

2. Select the ‘Bulk add users’ radio button

3. Add or paste in a list of emails that you wish to add to the group, separate by commas

4. You can also upload a .csv with the list of emails, which will paste the list of emails into this input

NOTE: the emails must be emails of valid active, pending, or queued users in your Assembly platform. If they are not, they will be ignored.

Add users to a group via criteria

If you want to create a custom group that dynamically updates to automatically add or remove people from the group as they join/leave the group or platform, we recommend using criteria.

1. From the ‘add people’ step, select the ‘Custom’ option

2. If you want to create group based on an employee's role (Admin, Manager, Employee), select the role from the dropdown menu

3. If you want to create the rule based on your employees' department, select one or multiple departments from the dropdown

4. If you want to create the rule based on your employees' work location, select one or multiple work locations from the dropdown

5. You can combine any of these options together for full customizability, but you must select whether the group members should match ALL of the criteria, or ANY of the criteria

   1. For example: Matches ALL

      1. Role = Managers

      2. Department = Engineering

      3. Work location = Los Angeles, California; Barcelona, Spain; Bangalore, India

      4. This would result in a custom for Engineering Managers in Los Angeles, Barcelona, and Bangalore

   2. Another example: Matches ANY

      1. Role = Managers

      2. Department = Engineering

      3. Work location = Los Angeles, California; Barcelona, Spain; Bangalore, India

      4. This would result in a custom group that includes ALL managers in your organization, ALL employees in the engineering department, and ALL employees in the LA, Barcelona, and Spain offices. Since the group members can match ANY of the criteria, and do not need to match ALL to be included.

You can combine individual people and criteria when creating a custom group.

Editing a custom group

You cannot edit an automatic group, but you can edit a custom group at any time

1. Next to the custom group you want to edit, click the ‘Edit’ pencil icon

2. Add or remove individual people, or updated the criteria you selected for the custom group

3. Click ‘Save’

These changes will reflect immediately everywhere groups are used.

FAQs

1. If an employee is in a group that was used for Give Recognition or an Award, and then they are no longer a member of that group or they have changed groups, what happens to the recognition?

   1. There will be no changes to the recognition or award, the employee will still be a recipient of that recognition or award

   2. The next time you select that group, they will no longer be included in that group and will not receive recognition

2. If a group was selected for announcement visibility, and certain members of that group leave the group or new people join, will they be able to see the announcement?

   1. If a new member is added to the group that was selected for the announcement visibility, they will have access to view the announcement, even if the announcement is no longer active

   2. If a member is removed from the group, they will no longer have access to the announcement, whether it’s active or no longer active