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Overview

Groups allow you to organize team members into logical units like departments, teams, or projects. Instead of selecting individual team members repeatedly, create groups to streamline sharing, mentions, and collaboration across your workspace.

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Understanding groups

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What are groups

Groups are collections of team members that:
  • Share common responsibilities or departments
  • Need access to the same resources
  • Collaborate frequently on customer communications
  • Can be referenced with a single @mention

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Key benefits

  • Efficient sharing: Share contacts or snippets with entire teams at once
  • Quick mentions: Notify multiple people with one @mention
  • Better organization: Visual representation of your team structure
Only workspace Owners and Admins can create and manage groups. Members can be added to groups and use them for mentions and sharing.

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Creating groups

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Access group settings

Groups can only be created from web or desktop apps:
  1. Click Settings from the left-hand menu
  2. Select Groups under the Workspace section
  3. Click Create new group
Creating a group in OpenPhone interface

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Configure your group

Set up your group with these elements:
  1. Group name: Clear, descriptive identifier
    • Examples: “Sales Team”, “Support Dept”, “East Coast”
  2. Emoji icon: Visual identifier for quick recognition
    • Click the default emoji to select a new one
    • Choose emojis that represent the group’s function
  3. Description (optional): Explain the group’s purpose
    • Who should be included
    • What resources they’ll access
    • Primary responsibilities
  4. Add members: Select team members
    • Click Add a member
    • Choose from your workspace roster
    • Add multiple members at once
  5. Save: Click Save group to create
Use consistent naming conventions for groups (e.g., “Team - Sales”, “Team - Support”) to keep them organized in lists and mentions.

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Managing existing groups

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Edit groups

To modify a group:
  1. Go to Settings → Groups
  2. Click on the group to edit
  3. Update any of these elements:
    • Group name
    • Emoji icon
    • Description
    • Member list
  4. Save changes

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Add or remove members

Adjust group membership as your team evolves:
  • Add members: Click “Add a member” and select from available users
  • Remove members: Click the X next to a member’s name
  • Changes take effect immediately

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Delete groups

Remove groups that are no longer needed:
  1. Select the group in settings
  2. Click Delete group
  3. Confirm deletion
  4. Group mentions and shares remain in history
Deleting a group doesn’t remove any shared resources or permissions—it only removes the group as a mentionable/shareable entity.

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Using groups effectively

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Mentioning groups

Notify entire teams with a single mention:
Mentioning a group in OpenPhone
  1. Type @ in a thread or team message
  2. Start typing the group name
  3. Select from the dropdown
  4. All group members receive notification
Group mention notification in activity feed

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Sharing with groups

Share resources efficiently:

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Contacts

  • Share customer contacts with entire departments
  • Ensure teams have access to relevant customer information
  • Maintain consistent customer relationships

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Snippets

  • Distribute response templates to teams
  • Ensure consistent messaging across departments
  • Update templates for all members simultaneously

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FAQs