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Groups

Groups help you organize your team and control supervision and approval workflows.

Julia Chulman avatar
Written by Julia Chulman
Updated over 2 weeks ago

Groups in TrackingTime allow you to organize your team into smaller units, such as departments, squads, or functional teams to simplify user management and supervision. Each group will have a supervisor and each supervisor is responsible for reviewing timecards, approving time off requests, and overseeing their group’s activity.

Overview

Roles: all roles | Business Feature

Under Settings>Groups you will see a list of all existing groups, their assigned supervisors, and the users belonging to each group.


People without groups

At the bottom of the Groups overview page, you will find all users who are not currently assigned to any group. This section is intended to help administrators quickly assign users to the correct teams and ensure proper approval workflows.

⚠️ Users can only belong to one group at a time.

Create Groups

How to create a Group:

  1. Go to Settings>Groups.

  2. Click on + Add new in the top-right corner of the Groups screen.
    This opens the group creation panel.

  3. Under Group name, enter the name of the group (e.g., Backend, Support, Marketing).

  4. In the "People in this group" section you will be able to use the + button to add users.

  5. Add a Supervisor: Supervisors are users who are authorized to approve Timecards and Time off requests.

  6. Once done, click Save.

⚠️ Users can only belong to one group. If you add a user to the new group, they will automatically be removed from their previous group.

Edit Groups

Select any existing group from the Groups list to view or edit its details.

From here, you can:

  • Change the group name

  • Add or remove users

  • Add or remove supervisors

⚠️ At the moment, it is not possible to generate reports by group, nor assign projects or tasks to a group. Currently, groups only allow assigning employees.

These features are under development and will be available in future updates.

Delete a Group

How to delete groups:

  1. Go to Settings>Groups.

  2. Open the group’s detail page and scroll to the bottom.

  3. Click Delete group.

  4. Before deleting, you will be asked to confirm: click on Delete. Users previously assigned to the group will be moved to “People without groups.”

Groups and Tasks

Groups make it easier to assign work when multiple people are involved. Instead of assigning a task to a single user or to everyone in the project, you can assign it to an entire Group.

This is especially useful for recurring work, shared responsibilities, or tasks owned by a specific team (such as Marketing, Support, or Design).

How to assign a group to a task:

  1. Go to the Work section and click on a task to open it.

  2. Click on the assignee field.

  3. Open the "Group" menu, located on the search bar of the assignation panel.

  4. Click on the desired group from the list to assign it. The task will then be linked to that Group rather than to an individual user.

Groups and Project Permissions

Groups can also be used to manage project permissions more efficiently. Instead of granting access to each user individually, you can assign permissions to a Group, ensuring that all its members share the same level of access within a project.

When a Group is given permissions on a project, every user who belongs to that Group automatically receives those permissions. If someone is added to or removed from the Group, their project access is updated accordingly, without requiring additional changes at the project level.

How to assign project permissions to a group:

  1. Go to the Work section and click on a project title to open it's settings.

  2. Open the "Privacy" tab.

  3. If set to "Private", the "Select users to grant access" section will display. Click on + to add users.

  4. Open the "Group" menu, located on the search bar of the assignation panel.

  5. Click on the desired group from the list to assign it. The project will then be accesible to the chosen group of users.

Groups and Reports

Groups can also be used as filters in reports, allowing you to analyze time data based on specific teams rather than individual users.

Timesheets

In Timesheets, you can:

  • Add User Group Name as a column to display which Group each time entry belongs to.

  • Use the Add filter option to filter entries by a specific Group, showing only time tracked by members of that Group.

Dashboard

In the Dashboard, you can:

  • Use Add filter → Group to filter widgets and charts by one or more Groups.

  • Instantly see worked hours, costs, and other metrics aggregated for the selected Group.

Project reports

In Project Reports, you can:

  • Use Add filter → Group to filter project data by one or more Groups.

  • Instantly see worked hours, costs, and other project metrics aggregated for the selected Group.

Pace

In the Pace report, you can:

  • Use Add filter → Group to filter users and schedules by one or more Groups.

  • Instantly review worked hours for the selected Group, helping you identify workload distribution, capacity, and potential scheduling gaps.

Groups and Team Visibility

Coworkers or Project Managers who supervise other users have limited team visibility based on their role.

If you supervise one or more users:

  • You will be able to see, approve and reject Time Off requests for the users you supervise in the Time Off Requests section.

  • A Team Timecards section will be available, showing only the timecards of the users you supervise, not of all employees part of the workspace.

This ensures supervisors can review availability and tracked time for their team, while maintaining appropriate access restrictions for other users.

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