Managing Group Members

Once you've created groups, you'll need to manage which signatures belong to each group. This guide covers adding, removing, and organizing group membership.

Adding Signatures to Groups

From the Group Page

1. Go to Groups in the sidebar
2. Click on the group you want to modify
3. Click Add Signatures
4. Select signatures from the list
5. Click Add to Group

From the Signature Page

1. Go to Signatures in the sidebar
2. Click on a signature to edit it
3. Find the Group field
4. Select the group(s) to assign
5. Save the signature

During Signature Creation

When creating a new signature:

1. Fill in the signature details
2. In the Group field, select the appropriate group
3. Complete the creation process

The signature is automatically added to the selected group.

Bulk Adding Signatures

Select Multiple

To add many signatures at once:

1. Open the group
2. Click Add Signatures
3. Use filters to find the right signatures
4. Click Select All or check multiple items
5. Click Add Selected

Filter Options

When selecting signatures to add, filter by:

• Template: All signatures using a specific template
• Status: Active or inactive signatures
• Search: Find by name or email
• Unassigned: Signatures not yet in any group

Removing Signatures from Groups

Remove Individual Signatures

1. Open the group
2. Find the signature in the members list
3. Click the remove icon next to it
4. Confirm removal

Bulk Remove

1. Open the group
2. Select multiple signatures (checkboxes)
3. Click Remove Selected
4. Confirm removal

Moving Signatures Between Groups

Method 1: Add Then Remove

1. Add signature to the new group
2. Remove from the old group

Method 2: Edit Signature

1. Open the signature
2. Change the group assignment
3. Save

Viewing Group Membership

See All Members

1. Go to Groups
2. Click on a group
3. The members list shows all signatures in that group

Check a Signature's Groups

1. Go to Signatures
2. Click on a signature
3. View the Group field to see current assignments

Filter by Group

On the Signatures page:

1. Use the filter dropdown
2. Select a group
3. View only signatures in that group

Multiple Group Membership

Signatures can belong to multiple groups simultaneously:

When to Use Multiple Groups

• Cross-functional roles: Someone in both "Marketing" and "Product Launch Team"
• Matrix organizations: Regional and functional groupings
• Temporary projects: Core team plus project-specific group

Managing Multiple Memberships

When a signature is in multiple groups:

• Campaigns from all groups may apply (check assignment rules)
• The signature appears in each group's member list
• Changes to the signature affect all groups equally

Signature Status and Groups

Active Signatures

Only active signatures are typically displayed in group lists and affected by group-based campaigns.

Inactive Signatures

Inactive signatures:

• Remain in their assigned groups
• Don't receive group-based campaigns
• Can be filtered in or out of group views

Automating Group Assignment

By Template

Create a workflow where:

1. New signatures using "Sales Template" are added to "Sales Team" group
2. Signatures using "Support Template" go to "Support Team" group

This requires manual assignment but following a consistent process.

During Onboarding

Establish a process:

1. Create signature for new employee
2. Assign to appropriate template
3. Add to relevant group(s)
4. All in one workflow

Common Tasks

Reorganizing After Department Changes

When organizational structure changes:

1. Create new groups as needed
2. Identify signatures to move
3. Add to new groups
4. Remove from old groups
5. Delete old groups when empty

Cleaning Up Empty Groups

Periodically review:

1. Check each group's member count
2. Delete groups with zero members
3. Merge groups that overlap significantly

Handling Employee Transitions

When someone changes roles:

1. Open their signature
2. Remove from old group
3. Add to new group
4. Update their signature details if needed

Troubleshooting

Signature Doesn't Appear in Group

1. Verify the signature is active
2. Check the signature's group assignment
3. Refresh the group page
4. Re-add if necessary

Can't Remove Signature from Group

1. Check your permissions
2. Open the group and try again
3. Alternatively, edit the signature directly

Group Changes Not Reflecting

1. Clear browser cache
2. Refresh the page
3. Changes should appear within moments

Best Practices

Document Your Structure

Keep a reference of:

• What each group represents
• Who should be in each group
• Which campaigns target which groups

Regular Audits

Monthly or quarterly:

• Review group membership
• Remove departed employees
• Update changed roles
• Merge or split groups as needed

Consistent Naming

Use clear patterns:

• "Department - Sub-team" format
• Include location if relevant
• Avoid abbreviations that might be unclear

Next Steps

• Create new groups
• Target groups with campaigns
• View group analytics