Set up groups

A group is a named list of employees. Almost all other parts of Lychee connect to groups:

• You give permissions to groups.
• Groups supply the staff of locations.
• Lychee sends reports and notifications to groups.

Create your groups first. The other parts of your configuration ask for them.

You find groups in Settings → Access → Groups. Only the business owner can use this page.

Before you start

A group contains employees. Thus, first add your team in Settings → Access → Employees. You cannot add an employee to a group if that employee is not in Lychee.

Create a group

1. Open Settings → Access → Groups and select Add.
2. Name: Type a name for the group. Use a name that describes the people, not the purpose. One group usually has several purposes over time. Thus, Beverly Hills Sales and Store Managers stay correct for longer than Gets Presentation Emails.
3. Members: Type two or more characters to search your employees. Select each person to add that person. To remove a person, select the × on the chip of that person.
4. Select Save.

A person can be a member of as many groups as you need. For example, a sales associate can be in the sales group of their store. At the same time, that sales associate can be in a group for one brand.

What groups control

A group alone does nothing. A group has an effect only when a different item refers to it:

• Permissions. In Settings → Access → Access Control, you create a named permission set. You attach that set to one or more groups. All members of those groups get the permission set.
• Locations. A location shows a list of the groups that work there. See Set up locations. Lychee uses this membership to find the store of a sales associate. This membership can also control which products a sales associate sees.
• Presentation rules and reports. Rules send the daily recap of each presenter to groups. Lychee sends scheduled reports to groups. See Configure presentations.
• Visibility and routing in other areas. Events, goals, schedules, orders, and shipping use groups in the same way. They use groups to control who sees an item or who gets a notification about it.

Lychee reads the membership of a group at the time that it needs it. Thus, when you add a person to a group or remove a person from a group, the change has an effect immediately. You do not need to change the rules and reports that refer to that group.

How many groups?

Start with the structure of your business, not with the features:

• Make one group for each store or sales team. Put the sales associates who work there in it.
• Make one group for each management team that must see the work of those teams.
• Make more groups only when a specific brand, region, or role needs its own routing.

Two or three groups are a good start. It is easy to add more groups at a later time. That is much easier than to divide one group that has five hidden purposes.

Editing and deleting

To change the name or the members of a group, use the pencil icon.

When you delete a group, the change is permanent. It also affects more than the group. The group disappears from all items that referred to it:

• Its members lose all permissions that they got through the group.
• The locations that it staffed no longer show the group in their list.
• Lychee deletes each presentation rule that has the group as its source.
• Rules and reports that send to the group stay. They no longer send to that group.

If you want only to remove a person, remove that person from the group. Do not delete the group.