Employee Groups

Employee groups are collections of employees used for approval routing. Instead of assigning individual approvers to each step in an approval policy, you assign groups. This makes your policies easier to maintain -- when someone joins or leaves a team, you update the group, not every policy.

Why Groups Matter

Groups are the building blocks of approval routing. When you create an approval policy, each step is assigned one or more groups. The approval system then routes documents to the members of those groups.

Without groups, every personnel change would require updating every approval policy that person was involved in. With groups, you update the membership in one place and all policies that reference that group are automatically up to date.

Creating a Group

1. Go to Employees in the left sidebar, then click Groups.
2. Click Create Group.
3. Enter a name for the group (e.g., "Finance Managers", "VP Approvers", "Procurement Team").
4. Add members by selecting employees from the employee list.
5. Click Save.

Editing a Group

To modify an existing group:

1. Go to Employees > Groups.
2. Click on the group you want to edit.
3. Add or remove members as needed.
4. Rename the group if the name no longer fits.
5. Save your changes.

Changes take effect immediately. Any approval policies that reference the group will use the updated membership going forward.

Deleting a Group

You can only delete groups that are not currently used in any active approval policy. If you try to delete a group that is referenced by a policy, Mod AI will prevent the deletion and tell you which policies are using it.

To delete a group:

1. Go to Employees > Groups.
2. Click on the group you want to delete.
3. Click Delete Group.
4. Confirm the deletion.

How Groups Are Used in Approvals

When you create an approval policy step, you assign one or more groups to that step. For each group, you choose the approval mode:

• Any -- Any one member of the group can approve to complete the step.
• All -- Every member of the group must approve before the step is complete.

For example, a two-step policy might route an invoice first to the "Department Managers" group (any one can approve), then to the "VP Finance" group (all must approve).

See Creating an Approval Policy for the full walkthrough.

tip

Create groups based on approval responsibility, not org structure. A group named "Invoice Approvers Over $5K" is more useful than "Finance Department" because it clearly communicates when the group is used.

Learn More

• Employees Overview -- What employee records are and how they are synced.
• Linking Employees to Users -- Connect employee records to user accounts so members can take action.
• Creating an Approval Policy -- Build policies that use your groups for approval routing.