For team licences

Share with the right people, not the whole team

Groups let you share a Pack or a picture with just the people it's for: one office, one project, or a few named colleagues. On a big team, not everyone needs to see everything.

See how it works

Included with team licences of 3 or more people. Your account holder switches it on.

The Groups screen. A lilac panel at the top says what a group is, with a New group button. Below, the first three of the 4 groups you made. Each group is a card with its name, how many people are in it and their names. Cardiff office (5 people) says Anyone on your team can use it. Day Services and Housing Team (3 people each) say Only you can use it. Housing Team is used for 1 Pack.
Six people who work in care and support standing together as a team, smiling. One gives a thumbs up.
Share with the people doing the work
Everyone, a group, or named peopleChange a group once, it updates everywhereFor Packs and team pictures

Three steps, then it looks after itself

Until now, sharing meant sharing with everyone on your licence. Groups add a choice in between.

  1. Make a group

    Give it a name your team will recognise, like an office or a project. Then tick who is in it.

    The form for a group called Cardiff office. Five of the nine people on the team are ticked and listed first, with a search box and a count that says 5 people chosen. A switch, turned on, says Let everyone on your team use this group, and below it a note that everyone on the team can pick this group when they share a Pack or picture, the people in the group can then see it, only you can change who is in it, and turning it off keeps anything already shared.

  2. Choose who can see it

    When you share something with your team, you can pick everyone, or only certain people. Tick one or more groups, or named people, or both.

    Who can see itHousing Team and Gareth Evans

  3. Keep it up to date in one place

    Change a group and everything shared with it follows. You don't have to go back through each Pack.

    For exampleAisha joins the Housing Team, so she can now see everything already shared with it

Where you'll see it

The same "Who can see it?" choice appears wherever you share with your team.

  • Packs and team templates

    Open a Pack's sharing settings. Under Who can see it?, choose Only me, Everyone on your team or Only certain people. It saves as you tick, and shows you who can see it. A team template is a Pack your team uses as a starting point: only the people you choose will see it in their templates.

    In EasyMaker: My Packs, then the Pack's menu, then Sharing settings

    The Sharing and templates box for a Pack, with a Template switch, turned off, at the top. Under Who can see it?, Only certain people is chosen. A line says Who can see it: Housing Team (Aisha, Priya, Tom) and Gareth Evans. Below it, a list of four groups with how many people are in each, where Housing Team is ticked, and a list of nine people, where Gareth Evans is ticked. A note says groups stay up to date, so someone added to a group later will see this too, with a Manage groups link.

  • Team pictures

    Upload a logo, a staff photo or a picture of your building, and choose who it's for. You can change who can see it later from the picture's settings.

    In the Photo Library: Favourites, then Upload a Picture

    Uploading a picture. Under Who can see it?, Only certain people is chosen and the Cardiff office group is ticked. Below are the other groups and the people on your team to tick.

Screenshots show a demonstration team. The names are made up.

Good to know

The rules are the same for Packs and pictures.

  • You and your account holder always keep access

    When you share something, you and your account holder can always see it.

  • Nothing you've already shared changes

    Everything you shared before Groups stays shared with everyone on your team, until you choose otherwise.

  • Your own groups, or the whole team's

    Anyone on the team can make groups for themselves. The account holder can also make groups everyone can use, like one for each office.

  • Only people on your licence

    A group can only include people on your Photosymbols licence. If someone moves off your licence, they lose access straight away.

  • Made for big teams

    With 10 or more teammates, you find people by typing their name, so you're never scrolling through a list of 100.

Questions

Anything else? Email ask@photosymbols.com.

Who can use Groups?

Everyone on a team licence of 3 or more people, once the account holder has switched on Allow Team Media on their account page. Then look for Groups at the top of the Library, or choose Manage groups when you share something.

Does it cost extra?

No. Groups come with your team licence.

Can my teammates see my groups?

No. A group you make for yourself is only on your Groups screen. The account holder can make groups that the whole team can see and use.

What happens if I delete a group?

Anything shared only with that group stops being shared. Only the person who shared it can see it, until they choose who to share it with again. We tell you this before you delete it.

What happens when someone leaves our team?

When they move off your licence, they stop seeing what was shared with their groups straight away. You don't need to tidy anything up.

Can I share with someone outside my team?

Not with a group. Groups only include people on your licence. To show a Pack to someone outside your team, send them the Pack's share link.