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Team - Understanding and Creating Crews/Contact Groups

Contact Groups, Project Crews and Adding Users to Crews

Josan Garcia avatar
Written by Josan Garcia
Updated today

Dashboard > Team > Groups

Dashboard > Team > Users

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 or add crews/contact groups, users will need Manage permissions for Users and Contacts

This feature allows you to organize your team members into specific groups for more efficient project management.
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Before we start, it's good to understand the difference between a Crew and a Contact Group

Crew - A Crew is a group of users or contacts with external user access that allows for easier management when adding multiple people to a project or narrowing down your list when selecting your RFI/CO recipients.
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​Contact Group - A Contact Group is a list of multiple contacts into a single group, making communicating with contacts and companies across various SiteMax modules, such as Submittals, Emails, and Punch Items, easier.

Creating a Crew

  1. From the Team module, locate and click on the "Groups" tab. This will bring you to the page where you can manage your crews.

  2. To create a new crew, 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 crew.

  3. Select "Crew" and enter the chosen name for your Crew

  4. Once Crew is selected, a checkbox will appear where you can make your crew a specific "RFI/CO recipients" group.

Note: Once you check "RFI/CO recipients" you can now add your Contacts with External User Access

Creating a Contact Group

  1. Open the Groups tab of your Team module

  2. 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 Users to a Crew

Once you have created a crew, it's time to add users to it.

  1. Navigate to the "Users" tab within the Team module. From the list of users, select the users you want to add to the crew.

  2. With the desired users 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.

  3. From the "Actions" drop-down menu, choose the option "Add to a Crew". A pop-up window will appear, displaying a list of available crews.

  4. In the pop-up window, select the crew 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.

Note: You can assign users to multiple crews if needed, providing flexibility in managing different teams or project groups.

Adding Contacts to a Crew or Contact Group

Once you have created a crew, it's time to add contacts to it.

  1. Navigate to the "Contacts" tab within the Team module. From the list of users, select the users you want to add to the crew.

  2. 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.

  3. 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.

  4. 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 Crews

You can make many edits to your Crews and Contact Groups. The following

Renaming Crew

You can edit the name of your Crew at any time.

  1. Select the Crew you wish to edit

  2. Under the Actions menu, select "Rename Crew"

  3. A new pop up window will appear, providing a field in which to enter your new Crew name.

  4. Click "OK" to save your new Crew name

Removing from Crew

You can remove any users (or contacts with external user access) from your crew when needed

  1. Open the Crew you wish to edit

  2. Select the User you wish to remove from your crew

  3. Under the Actions menu, select "Remove from Crew"

  4. Click "OK"

Apply Permissions to Crew

Give your crew all the same permissions and apply those permissions at once with a template applied to the crew.

  1. Select the crew to which you wish to apply permissions

  2. Under the Actions menu, select "Apply Permissions to Crew"

  3. A new window will appear where you can choose the permissions template you wish to apply to your crew

  4. Select the template and click "OK"

Adding Crew to Project Team

Add your crew to a project directly from the Groups tab!

  1. Select the Crew you wish to add to your Project

  2. Under the Actions menu, select "Add Crew to Project Team"

  3. Here, you can make the following selections

    1. Select a specific Project in the Project field

    2. Check the "All Active Projects" checkbox

    3. Check the "All On-Deck Projects" checkbox

    4. Assign new Titles to your users

    5. Assign unique expiration dates for each user, or

    6. Set the expiration date for all users to the Project's expiration date

    7. Remove users from the crew

    8. Check the "Send Notifications" checkbox, so the users will be notified that they have been assigned to the project(s)

  4. Click "Save" to assign them to the project

Removing Crew from Project Team

Unassign your crew from projects easily

  1. Select the crew you wish to edit

  2. Under the Actions menu, select "Remove Crew from Project Team"

  3. In the Projects field, enter the project you wish to remove them from

  4. Click "Save" to save your changes

Deleting Crews

Easily delete crews you no longer need

  1. Select the crew you wish to delete

  2. Click the "Delete" button at the bottom left

Editing RFI/CO Recipients Crews

Since many in the RFI/CO Recipients are Contacts, your Actions menu will look a little different from your Crew and Contact Groups.

Renaming RFI/CO Recipients Crew

  1. Select the RFI/CO Recipients Crew you wish to rename

  2. 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 from RFI/CO Recipients Crew

Remove any crew members you wish simply and easily

  1. Select the RFI/CO Recipients Crew you wish to edit

  2. Check the user you wish to remove from the crew

  3. Under the Actions menu, select "Remove from Crew"

  4. Click "OK" to save your changes

Adding Crew to Project Contacts

Add your contacts to your projects within the Groups tab of your Team module

  1. Select the RFI/CO Recipients Crew you wish to add to your project(s)

  2. Under your Actions menu, select "Add Crew to Project Contacts"

  3. Here you can do the following"

    1. Select a specific project to add your RFI/CO Recipients Crew

    2. Check "All Active Projects"

    3. Check "All On-Deck Projects"

    4. Set unique expiration dates for each individual contact or

    5. Use the Project's expiration date

    6. Check "Send Notifications" so that contacts will be notified that they've been added to the project

  4. Click "Save"

Removing Crew from Project Contacts

Remove your team from your project simply and easily

  1. Select the RFI/CO Recipients Crew you wish to edit

  2. Under the Actions menu, select "Remove Crew from Project Contacts"

  3. Enter the project in the field provided

  4. Click "Save"

Deleting your RFI/CO Recipients Crew

You can always easily delete any crews you no longer use

  1. Select the RFI/CO Recipients Crew you wish to delete.

  2. Click the "Delete" button at the bottom left.
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Editing Contact Groups

Make changes to your Contact Groups

Renaming Group

You can always rename your Contact Group if you choose

  1. In the Groups tab of your Team module, scroll down to the Contact Groups

  2. Select the Group you wish to rename

  3. Under the Actions menu, select "Rename Group"

  4. A new pop up window will appear with a field to enter your new Contact Group Name

  5. Click "OK" to save your changes

Removing from Group

Remove any Contacts you like from your Contact Group

  1. In the Groups tab of your Team module, scroll down to Contact Groups

  2. Select the Contact Group you wish to edit

  3. Check the Contact you wish to remove

  4. Under the Actions menu, select "Remove from Group"

  5. Click "OK" to save your changes

Deleting Contact Groups

You can delete any Contact Groups at any time

  1. Locate Contact Groups in the Groups tab of your Team module

  2. Select the Contact Group you wish to delete

  3. Click the "Delete" button at the bottom left of the screen

Ways to Use Crews/Groups

Utilizing Crews and Groups is an ideal way of managing your teams. It not only saves on time, but helps to reduce errors.
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Crews

  • Quickly grant permissions all at once.

  • Easily add to the project team all at once.

  • Remove from the project team.

  • Add RFI/CO recipients easily

Contact Groups

  • Quickly add to project contacts all at once.

  • Remove from project contacts.
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Want to learn more?

Related Articles
Managing Contacts
Contacts - Understanding External User Access
Understanding & Creating Contacts in SiteMax
Contacts - Understanding and Creating Crews/Contact Groups
Release Notes | June 2025
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