Dashboard > Team > Groups
Dashboard > Team > Contacts
Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to create groups, users will need Manage permissions for Users
Contact Groups allow you to organize multiple contacts into a single group, making communicating with contacts and companies across various SiteMax modules, such as Submittals, RFIs, and Change Orders easier.
Note: Only Contacts with External User Access can be added to Crews, and that crew must be an RFI/CO Recipient type
Creating an RFI/CO Recipient Crew
Creating an RFI/CO Recipient Crew
Because Contacts do not have the same access as Users, the only way you can add a contact to a crew is by making it an RFI/CO Recipient type.
Under the Groups tab of your Team module, click "+ Add Crew/Group"
Under "Type" select "Crew"
Enter the name of your new crew in the field provided
Check the "RFI/CO recipients" checkbox to ensure you can add your External Users
Click "Save"
Creating a Contact Group
Creating a Contact Group
Open the Groups tab of your Team module
Click on the "Add Crew/Group" button. A pop-up window will appear, prompting you to select the Type of Group you want to create (ie; Crew/Contact Group) as well as a Name field for the name of your Contact Group.
Select "Contact Group" and enter the chosen name for your Group
Adding Contacts to an RFI/CO Recipient Crew or Contact Group
Adding Contacts to an RFI/CO Recipient Crew or Contact Group
Once you have created your crew and/or contact group, it's time to add Contacts to it.
Navigate to the "Contacts" tab within the Team module. From the list of users, select the users you want to add to the crew.
With the desired contacts selected, locate the "Actions" drop-down menu at the top right of the user list. Click on the drop-down menu to reveal a list of available actions.
From the "Actions" drop-down menu, choose the option "Add to a Crew" or "Add to a Group". A pop-up window will appear, displaying a list of available crews.
In the pop-up window, select the crew or group name that you want to assign the selected users to. Once you have chosen the crew, click the "Add" button to add the selected user(s) to the crew or group.
Note: You can assign contacts to multiple crews/groups if needed, providing flexibility in managing different teams or project groups.
Editing RFI/CO Recipients Crews
Editing RFI/CO Recipients Crews
You can make changes to your RFI/CO Recipients crews
Renaming your Crew
Renaming your Crew
Select the RFI/CO Recipients Crew you wish to rename
A new pop up window will appear where you can enter the new name in the field provided
Click "OK" to save your changes
Removing Contacts from RFI/CO Recipients Crew
Removing Contacts from RFI/CO Recipients Crew
Remove any crew members you wish simply and easily
Select the RFI/CO Recipients Crew you wish to edit
Check the user you wish to remove from the crew
Under the Actions menu, select "Remove from Crew"
Click "OK" to save your changes
Adding Crew to Project Contacts
Adding Crew to Project Contacts
Add your contacts to your projects within the Groups tab of your Team module
Select the RFI/CO Recipients Crew you wish to add to your project(s)
Under your Actions menu, select "Add Crew to Project Contacts"
Here you can do the following"
Select a specific project to add your RFI/CO Recipients Crew
Check "All Active Projects"
Check "All On-Deck Projects"
Set unique expiration dates for each individual contact or
Use the Project's expiration date
Check "Send Notifications" so that contacts will be notified that they've been added to the project
Click "Save"
Removing Crew from Project Contacts
Removing Crew from Project Contacts
Remove your team from your project simply and easily
Select the RFI/CO Recipients Crew you wish to edit
Under the Actions menu, select "Remove Crew from Project Contacts"
Enter the project in the field provided
Click "Save"
Deleting your RFI/CO Recipients Crew
Deleting your RFI/CO Recipients Crew
Edit Contact Groups
Edit Contact Groups
Make changes to your Contact Groups
Renaming Groups
Renaming Groups
You can always rename your Contact Group if you choose
In the Groups tab of your Team module, scroll down to the Contact Groups
Select the Group you wish to rename
Under the Actions menu, select "Rename Group"
A new pop up window will appear with a field to enter your new Contact Group Name
Click "OK" to save your changes
Removing from Groups
Removing from Groups
Remove any Contacts you like from your Contact Group
In the Groups tab of your Team module, scroll down to Contact Groups
Select the Contact Group you wish to edit
Check the Contact you wish to remove
Under the Actions menu, select "Remove from Group"
Click "OK" to save your changes
Deleting Contact Groups
Deleting Contact Groups
You can delete any Contact Groups at any time
Locate Contact Groups in the Groups tab of your Team module
Select the Contact Group you wish to delete
Click the "Delete" button at the bottom left of the screen
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Using Contact Groups Across SiteMax
When adding recipients in Submittals, Emails, or Punch Items:
Click the Contact List icon in the contact field.
In the “Select Group” field, type the group name.
Select the group and click Add—all associated contacts and companies will be automatically included.
This approach ensures faster and more consistent communication across your projects.