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Creating Groups and Assigning Them to Staff

Create staff groups within a department and assign them individually or in bulk to department staff members.

Written by Oplist

Overview

Groups are used to classify staff members within a department based on shared characteristics.

For example, groups can represent:

  • Seniority levels

  • Roles

  • Qualifications

  • Teams

Groups can also be used when defining group-based staffing requirements for shifts.

A staff member can belong to only one group at a time.

How to Access This Setting

To create a group:

  1. Go to Department from the left menu.

  2. Open the Staff Members tab.

  3. Locate the Groups section at the top of the page.

  4. Click Create New Group.

Creating a New Group

On the Create New Group screen, you can define:

  • Group Name

  • Description

  • Group Label Color

The group name is required. The description is optional.

The selected color is used to identify the group visually throughout the staff list and related planning screens.

After entering the necessary information, click Create New Group.

The new group appears in the Groups section and becomes available for staff assignment.

Editing a Group

To edit an existing group:

  1. Locate the group in the Groups section.

  2. Click the edit icon on the group card.

  3. Update the group name, description, or label color.

  4. Save your changes.

Changes made to a group are reflected for staff members currently assigned to it.

Assigning Groups to Staff

Groups can be assigned individually or in bulk.

Individual Group Assignment

To assign or change the group of one staff member:

  1. Locate the staff member in the staff list.

  2. Click the three-dot menu at the end of the row.

  3. Select Edit.

  4. Select a group from the Group field.

  5. Save the changes.

If no group is selected, the staff member remains under No Group.

Bulk Group Assignment

To assign the same group to multiple staff members:

  1. Select the staff members using the checkboxes.

  2. Click Edit.

  3. Select the required group from the Group field.

  4. Save the changes.

The selected group is applied to all selected staff members.

If the selected staff members currently belong to different groups, the field is displayed as Mixed.

You can:

  • Select another group to apply it to all selected staff members.

  • Leave the field as Mixed to keep their current group assignments unchanged.

Schedule-Specific Group Changes

Group assignments are defined at the department level and are used as the default when a new schedule is created.

During schedule creation or editing, a staff member’s group can also be changed in the schedule workspace.

Changes made at the schedule level apply only to that schedule. They do not update the staff member’s group assignment in the department settings.

Using Groups in Staffing Requirements

Groups can be used to define separate staffing requirements within a shift.

For example, a shift may require:

  • A minimum of 2 Senior staff members

  • Exactly 3 Junior staff members

  • A total of 6 staff members

Group requirements are configured from the relevant shift settings.

Important Considerations

  • A staff member can belong to only one group at a time.

  • Groups are defined separately for each department.

  • Staff members without an assigned group appear as No Group.

  • Changing a staff member’s group may affect group-based staffing requirements in future schedules.

  • Group assignments and staffing requirements should be reviewed together before creating a schedule.

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