What it does
A visibility group is a labelled set of members of your organisation — for example Leadership, Design team or Contractors. You build the group once and keep its membership up to date in a single place.
You then share a private workspace with one or more groups, and everyone in those groups can open it — on top of the workspace's direct members. Change a group's membership in one place and access updates everywhere it's used.
Visibility groups are owner/admin only to create; sharing a workspace with a group is done by anyone who can manage that workspace (an owner/admin or a workspace admin).
Where to find it
- Navigation: Settings → Visibility groups
- URL:
/dashboard/settings/visibility-groups
(If you don't see it, you're not an owner or admin — ask one to set the groups up.)
Step by step
Create a group
- Open Settings → Visibility groups.
- Click New group.
- Give it a Name (e.g. Leadership) and pick a Colour.
- Click Create group. It appears in the list with a 0 people badge.
Add or remove people
- Each group shows its members as chips, with an Add person dropdown beneath.
- Click Add person and choose someone from your organisation — they're added straight away and the count
updates. Only people already in your organisation appear in the list.
- To remove someone, click the bin icon on their chip. (This only removes them from the group — it doesn't touch
their account or their other memberships.)
Rename, recolour or delete a group
- Click the ⋯ (more) button on a group → Edit to change its name or colour, then Save changes.
- Delete (also under ⋯) removes the group and its membership list, after a confirmation. Deleting a group
never changes anyone's account — it just clears that grouping. (If the group was sharing any workspaces, those grants are removed too.)
Share a private workspace with a group
- Open the private workspace (Workspaces → the workspace). You'll see a Shared with groups section near
Members (visible to people who can manage the workspace).
- Click Share with group and pick a group. Everyone in that group can now open the workspace and its projects
and threads — without being added as individual members.
- To stop sharing, click the bin icon on a group chip. People in that group lose access immediately (unless
they're also a direct member or in another group that's still shared).
Visibility groups only affect private workspaces — open and closed workspaces are already visible to the whole team, so the Shared with groups section tells you that and has nothing to set.
What each screen shows
- Groups list — every group as a row: a colour dot, its name, a N people badge, and a ⋯ menu (Edit /
Delete). Beneath each row are the member chips and the Add person picker.
- New group button — top right.
- Empty state — when there are no groups yet, a short prompt to create your first one.
Tips and good to know
- Owners and admins manage visibility groups; other members don't see this settings section.
- A person can be in as many groups as you like.
- Adding the same person twice does nothing — membership is deduplicated.
- Group names must be unique within your organisation.
Troubleshooting
| Problem | What to try | | --- | --- | | I don't see Visibility groups in Settings | Only owners and admins can manage them. Check your role in People, or ask an owner/admin. | | The person I want isn't in the Add person list | They're either already in the group, or not a member of your organisation yet — invite them first from People → Invitations. | | Adding someone fails | They may have just left the organisation. Refresh the page and try again. |