Best Practices To Use Groups

Understand how use groups the best way in your organization

Group Organization Strategies

By Department

Best for: Traditional organizational structures

Company Groups:
  ├─ Engineering
  ├─ Product
  ├─ Sales
  ├─ Marketing
  ├─ Customer Success
  └─ Operations

By Project

Best for: Project-based work with temporary groups

Company Groups:
  ├─ Project Phoenix - Core
  ├─ Project Phoenix - Extended
  ├─ Project Atlas - Development
  └─ Project Atlas - QA

Hybrid (Recommended)

Best for: Most organizations

Company Groups:
  ├─ Engineering - Backend
  ├─ Engineering - Frontend
  ├─ Engineering - DevOps
  ├─ Product - Platform
  ├─ Product - Mobile
  ├─ Project Phoenix - All
  └─ Security Committee

Good Naming Practices

Recommended format

[Department/Function] - [Specific Group/Purpose]

Good examples

✅ Excellent names (descriptive and clear):
  • "Engineering - Backend Group"
  • "Sales - Enterprise"
  • "Product - iOS App"
  • "Project Phoenix - Core Group"
  • "Security Committee"
  • "Customer Success - EMEA"

✅ Good names (clear purpose):
  • "Engineering Group"
  • "Marketing"
  • "Data Science"

❌ Avoid (too vague or generic):
  • "Group 1"
  • "Temp"
  • "Test"
  • "Misc"
  • "Group A"

Group Lifecycle

Creation checklist

1. ✅ Define clear purpose and scope
2. ✅ Choose descriptive name following conventions
3. ✅ Write comprehensive description
4. ✅ Identify initial members
5. ✅ Document which workspaces group will access
6. ✅ Create group in Admin Panel
7. ✅ Add members
8. ✅ Associate with workspaces
9. ✅ Notify group members

Regular maintenance

Monthly:

• Review group membership for joiners/leavers
• Verify SCIM sync status (if applicable)

Quarterly:

• Audit group purpose and membership
• Review workspace associations
• Clean up inactive members

Annually:

• Comprehensive group structure review
• Validate all group purposes still relevant
• Consolidate similar or overlapping groups

Deletion

Before deleting a group:

1. ✅ Verify group is no longer needed
2. ✅ Check workspace associations
3. ✅ Notify all group members
4. ✅ Migrate members to other groups if needed
5. ✅ Document reason for deletion
6. ✅ Delete through Admin Panel

Security Best Practices

Principle of least privilege

• Only add users who need access to group resources
• Create specific groups for sensitive workspaces
• Regularly audit group memberships
• Remove members promptly when they leave projects

Access review procedures

Monthly:
  - Review new members added
  - Verify member removals processed
  
Quarterly:
  - Full group membership audit
  - Cross-reference with HR systems
  - Validate workspace access patterns
  
Annually:
  - Comprehensive access recertification
  - Group structure optimization
  - Security and compliance review