Groups
Groups represent the highest organizational tier in Upkapp. They function as broad categories or virtual folders, allowing you to segment and organize your control items according to your business structure, departments, or operational areas.
By separating your assets and responsibilities into distinct Groups, you eliminate dashboard clutter and make it easy for your team to navigate the system.
Why Are Groups Important?
In a growing business, the number of items requiring repetitive tracking can quickly scale into the dozens or hundreds. Without proper categorization, finding a specific task becomes difficult.
Groups solve this problem by: * Improving Visibility: Filter your dashboard to focus only on a specific department (e.g., viewing only "Fleet" items while ignoring "Finance"). * Organizing Responsibilities: Align your Upkapp workspace with your actual company departments (e.g., Legal, Maintenance, IT). * Simplifying Navigation: Keep your sidebar and menus clean and structured. * Allowing access control: You can set permissions for each group, allowing only authorized users to view or edit items and work orders within that group.
Strategic Examples of Groups
You can structure your Groups in whatever way best mirrors your organization. Here are some common blueprints based on different use cases:
| Group Name | What It Controls (Items) |
|---|---|
| Facilities | Main Office, Warehouse, Elevator, HVAC System |
| Fleet Management | Delivery Van A, Executive Sedan, Forklift #2 |
| Security & Safety | Fire Extinguishers, Alarm System, Emergency Exits |
| Finance & Legal | Q3 Tax Filing, Software Licenses, Corporate Insurance |
| Human Resources | Employee Onboarding Reviews, Certification Renewals |
How to Manage Groups
Creating a New Group
- Navigate to the Groups option in the main navigation menu.
- Click the Create New Group button in the top right corner.
- Enter a concise and descriptive name for the group.
- Click Save.
Editing or Deleting a Group
- To Edit: Click on the specific Group, select Edit, modify the name, and save your changes.
- To Delete: Click the delete icon next to the Group.
- Note: Before deleting a Group, ensure you have reassigned or deleted any Items associated with it, as items cannot exist without a parent Group. If you delete a group, all items and work orders within that group will moved to a default group.