Groups & Sharing

Groups are the primary mechanism for controlling who can see what in Pasco Cloud. Instead of sharing documents with individual users one at a time, you share with groups — making access management efficient and consistent across your projects.

What Are Groups?

A group is a named collection of users. Groups serve as the building blocks of Pasco Cloud's visibility model — when you create a template, report, issue, task, or contract, you choose which groups (and optionally which individual users) can see it.

There are three types of groups, each serving a different purpose.

General Groups

General groups are groups you create yourself. You choose the name, description, and members. Use them for any team structure that makes sense for your work:

• Site teams — everyone working on a particular site
• Departments — all project managers, all safety officers, all site supervisors
• Working groups — a temporary group for a specific phase or task
• External partners — subcontractors or consultants working on a project

Creating a General Group

1. Navigate to the Users page and click the Groups tab
2. Click Create Group
3. Enter a name and optional description
4. Add members and set their roles (admin or member)
5. Save the group

Group admins can manage members and update group settings. Group members can see the group and its members but cannot make changes.

Personal Groups

Every user has a personal connections group that is automatically created and maintained. This group contains all the people you have connected with on the platform.

• Automatic membership — when someone accepts your connection invitation (or you accept theirs), they are added to your personal group
• No manual editing — you cannot manually add or remove people from your personal group; it stays in sync with your connections
• Sharing with your network — use your personal group when you want to share a document with everyone in your professional network

Linked Groups

Linked groups are automatically created and synced for each organisation and project on the platform. When someone joins or leaves an organisation or project, the linked group updates automatically.

• Organisation linked groups — one per organisation, contains all organisation members
• Project linked groups — one per project, contains all project members
• Auto-synced — membership is managed automatically; you cannot manually edit linked group members

Linked groups are useful for sharing documents with an entire organisation or project team without having to manage the group manually.

⚠️ Watch out!

Linked groups vs general groups: Linked groups automatically sync their membership with the parent organisation or project — you cannot manually add or remove members. If you need a group with custom membership, create a general group instead.

How Sharing Works

When you create a document (template, report, issue, task, or contract), you control who can see it through three mechanisms:

Shared Groups

Add one or more groups to the document's sharing settings. All members of those groups will be able to see the document. If group membership changes later, visibility updates automatically.

Shared Users

Add individual users directly. This is useful for one-off sharing when you do not want to create a group for a small number of people.

Public Flag

Mark a document as public to make it visible to everyone. Use this for organisation-wide standards, company templates, or anything that should be broadly accessible.

Default: Private

Documents are private by default — only the creator can see them until they explicitly share. This is an important design choice for construction, where document control matters. Safety reports, defect notices, and inspection results should only go to the people who need them.

💡 Tip

Use groups for efficient sharing instead of adding individual users. When you share a template with the "Site Supervisors" group, any new supervisor added to the group automatically gets access — no need to update sharing settings on every document.

Choosing the Right Group Type

What's Next?

• Understand memberships and roles and how permissions work at each level
• Follow the tutorial to invite your team
• Learn how sharing applies specifically to templates