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July 6, 2020

Organize teams and departments with User Groups in Ayoa!

by Louise Cunnah posted in Ayoa.

Ayoa | Organize teams and departments with User Groups in Ayoa!
Clear communication, seamless collaboration, and great teamwork; these are three essential ingredients for ensuring a happy, creative and productive workforce. With the new User Groups feature in Ayoa, it’s now easier than ever to organize your company’s departments and send notifications to multiple users when you’re working on a project together – so everyone is kept on the same page.

Whether your organization has multiple departments that are located around the world or you’re part of a smaller team that sits in one office, it’s vital that everyone is working in harmony to ensure things get done on time and within budget – and that you’re able to generate the best results. This is why we’re introducing User Groups; a new feature that enables you to organize your contacts in any way you like, so you can send notifications to everyone that needs to be kept in the loop at once.

There’s now no need to search for every person you want to send an alert to; simply type the ‘@’ symbol and the name of the Group you need to communicate with or choose it from the list that appears!

Group tagged in Ayoa Task

With new User Groups in Ayoa, the options are endless. Want to make the onboarding process simpler and ensure that everyone knows who’s responsible for each area of the business? Use Groups to organize employees by departments, such as Marketing, Sales, Development, HR, Finance and Customer Service. Working on a big project (such as a marketing campaign or a new project launch) with multiple people in your company? Create a new Group for the project, then add everyone you will need to delegate tasks to, receive updates from, or keep up-to-date with its progress.

Groups aren’t just limited to the members of your company that are on the same Ayoa team plan as you. If you’re part of an agency that works with various clients or you’re a freelancer that provides services to a range of different businesses, you can still use Groups to communicate with everyone you need to with ease. Simply add individuals to a Group by typing in their email address, or easily connect Ayoa with your Google Contacts to add multiple people at once.

Organizing an event with a team? Whether it’s an exhibition you’re attending, a workshop you’re delivering, or if you’re planning the company Christmas party, Groups can help to ensure every part of the process is managed seamlessly. Use this feature to tag those involved on the same task or start a new Ayoa Chat at the same time to ensure that everyone knows what has already been done and what needs to happen next.

Groups aren’t just limited to the members of your company that are on the same Ayoa team plan as you. If you’re part of an agency that works with various clients or you’re a freelancer that provides services to a range of different businesses, you can still use Groups to communicate with everyone you need to with ease. Simply add individuals to a Group by typing in their email address, or easily connect Ayoa with your Google Contacts to add multiple people at once.

Organizing an event with a team? Whether it’s an exhibition you’re attending, a workshop you’re delivering, or if you’re planning the company Christmas party, Groups can help to ensure every part of the process is managed seamlessly. Use this feature to tag those involved on the same task or start a new Ayoa Chat at the same time to ensure that everyone knows what has already been done and what needs to happen next.

How do I create a new Group in Ayoa?

To start creating User Groups, click on ‘Menu’ on the left-hand side of the page and choose ‘Groups’ from the panel that appears. From here, you can see the Groups that have already been created, as well as create your own and invite users.

Different User Group types in Ayoa

There are two Groups available in Ayoa: ‘Your Groups’ and ‘Groups in your Ayoa Plan’. These work in the following ways:

Your Groups

Available to all Ayoa users with an Ultimate Plan, you can create Groups with a combination of personal contacts and users that are on the same Ayoa subscription plan as you. This option is best if you frequently work with people outside of your organization.

Please note that if you have a Free or Pro Plan of Ayoa, you will need to upgrade in order to use this feature.

Groups in your Ayoa plan

Ideal for categorizing individuals in your company by their department or the projects they’re working on, these Groups can be seen by everyone who is on the same Ayoa team plan as you – whether they are a member of these Groups or not. However, you can add a combination of personal contacts and those that are on the same Ayoa team plan as you to these Groups.

Again, this feature is only available to those with a paid subscription to Ayoa. Users with a free basic plan will need to upgrade to use this feature.

To create a new User Group in either of these categories, click the green plus icon next to the type of Group you want to create. From here, you can name your Group, add a cover image and start inviting users. We recommend making each of your Groups easily identifiable at a glance by adding unique cover images; choose a fun Emoji from our library or upload an image from your computer.

Changing Group cover image in Ayoa

How can I use Ayoa’s User Groups?

There are various ways you can make the most of Ayoa’s new User Groups feature. Whether you’re using a Mind Map to brainstorm ideas for your project or taking notes in a meeting, you can easily share information with an entire Group by tagging it into a branch within your Mind Map. When you tag the Group, everyone within it will receive a notification in Ayoa.

Similarly, when it comes to Task Boards, you can tag a Group in individual tasks so they can keep track of any comments and attachments you add. You’re also able to delegate tasks to an entire Group – just like you would to any individual user in Ayoa. It’s as easy as choosing the Group from the list of assignees!

Another handy benefit of User Groups is that you can quickly start conversations with everyone you need to at the same time. To start a Chat with a Group, simply choose the Group from the list that appears when you go to create a new Chat in Ayoa.

Top tip! Working on a Mind Map or Task Board with other users and want to add them to a new Group? Good news – you can create a Group from the members of any Task Board or Mind Map in Ayoa with just a few clicks.

Create Group from members of Ayoa Task Board

Ready to boost communication and collaboration within your team or wider company with NEW User Groups in Ayoa? This feature is now available for those with an Ultimate Plan. Have a Free or Pro Plan? View our pricing options or upgrade your plan now!

Please note that Groups are currently only available for the web version of Ayoa. Coming soon to other platforms!


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