Articles on: Groups

Introduction into Groups

What are groups good for?

Groups make it easy to keep track of communication, documents, and tasks within a specific team, area, or community of interest. This saves time and ensures that everyone involved has access to relevant information – without flooding the entire congregation with messages they don't need to see.

On this page, you can read more about how to:

Create a group
Add users to groups
Make a user an administrator
Change the group's name, tasks, or delete the group

Groups are often used in conjunction with the Rota Schemes. For example, if the group is "Church attendants," you can assign tasks directly to them.

Create a Group

Go to Groups in the menu.
Click on New group.
Give the group a descriptive name and description.

Select "This is a rota group" if the group has a regular function in the church. (This makes it possible to use the group in the rota. Read more about "Rotas" here)*

Once the group is created, you will have access to:

Activity - Here you can see the activity that has taken place within the group.
Members - Here you can see who is a member of the group. Under "Actions," you can send a message to an individual member, make them an administrator, or remove them from the group.
Files - Here you can upload files in ChurchDesk, and they must be associated with a group. The files are only visible to the members of the selected group if the visibility is set to "Share with group only." If the visibility is set to “Share with group only,” only members can see them. “Public” files can later be used for e.g. the website.
Messages - You can communicate internally within a group by sending messages. These are automatically sent to the recipients via notifications, email, or SMS.
Blogs - Share news and posts internally within the group. Read more about it here: Blogs

Add Users to Groups

You have to be a Group Leader to add users

Go to the Members tab within the group.
Click on Add member.
Select the person you want to add. (You can only add one at a time.)

The user must be created in ChurchDesk to be added to a group.

Membership via Request

A user can request to become a member of a group themselves. When this happens:

The request is sent directly to all group leaders.
Group Leaders can approve or reject the request.

Make a User an Administrator

Go to Members.
Click on Actions next to the desired person.
Select Make group leader.

Only a group leader can add and remove members, edit the group, and delete or transfer files. Even if you are an "Organisation administrator" in ChurchDesk, this is not sufficient to edit and delete within a specific group. However, you can make yourself a group admin if needed with the "Organisation administrator" role.

Change the Group's Name, Task, or Delete the Group

Go to the group.
Click on More (top right).
Select Edit group to change the name, description, or task.

You can also select Delete group.

Remember that files within the group will be deleted if you do not transfer them to another group. The system will warn you about this if you delete a group, and you will have the option to choose to transfer the files to another group.

Frequently Asked Questions

Where can I find an overview of all groups?
You can find a complete overview under the menu item Groups.

Can I remove myself from a group?
Yes – as a user, you can always choose to leave a group.

Is it possible to add multiple members at once?
No, it is only possible to add one user at a time.

Keywords: ChurchDesk groups, create group, group management, add user to group, assign group admin, group messages, group files, internal communication, group blog, service group, group members, request membership, delete group, group permissions, group overview

Updated on: 16/06/2025

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