How to Set Up and Use Groups

Groups enable different teams within your company to collaborate efficiently in Zinc by restricting candidate visibility to relevant members. You can assign check packages to specific groups, so only that group can access related candidate checks. ### Scenarios for using groups - Multiple locations: Create a group with hiring managers for each location. - Multiple departments: Set up a group for each hiring department. - Limit seniority visibility: Create a group for senior team members. ### Ideal process for using groups 1. Make your group. 2. Make your packages. 3. Assign groups to packages. 4. Subscribe users to packages (optional). 5. Send out checks. ### Prerequisites Before setting up your groups, you will need to invite your team members and set their role level on Zinc. You can find steps on inviting someone to Zinc [here](https://help.zincwork.com/hc/hm54ky7yrc/article/04a19171-how-to-invite-a-new-team-member-to-your-company-account-in-zinc) and more on role levels [here](https://help.zincwork.com/hc/hm54ky7yrc/article/c6275694-managing-team-members-and-their-permissions-on-your-zinc-account). ## Setting up a group 1. Go to **Company settings** and click the **Team** tab. 2. Scroll to the **Groups** section and select **Create group**. 3. Name your group. 4. Click **Add member**, select team members, and click **Add** to include them. 5. You can add or remove members anytime. Your group is now ready to be assigned to packages. ## Make your packages - Create check packages via [the package creation guide](https://help.zincwork.com/hc/hm54ky7yrc/article/0576f8aa-how-to-create-a-new-check-package-in-zinc). - When creating a package, you'll be prompted to assign your group in the last step. - If packages already exist, proceed to assign groups to them. ### Assign groups during package creation - In the **Access and notifications** step, under **Group access (optional)**, select your group. - Admins automatically have access. - Optionally, subscribe all group members to package notifications. - Subscriptions enable email notifications on specified check activities. - Click **Continue** to finalize the package ready for your group. ## Assign your groups to packages For existing packages: 1. Click **Packages** in Zinc's left column. 2. Select the package. 3. In the Package Editor, find **Group access**. 4. Choose the group from the dropdown. 5. Click **Save check package**. The package is now restricted to the selected group and Admins. ## Subscribe users to packages (optional) Subscribing users means they receive emails for notifications toggled on in their account for the package. Default notifications include: - Not started or pending checks - Matches found - Completed checks - Completed requests - Insights Subscriptions also make background check requests visible on users' individual Recruit pages (Viewer role). To subscribe users: 1. Open the package in the Package Editor. 2. Find **Notify teammates**. 3. Select team members. 4. Click **Save check package**. Users will then receive relevant email notifications and see group's background check requests. ## Changing group access - Changing the group via the Package Editor affects only new checks. - Existing checks remain visible only to the previous group. To change: 1. Open the package. 2. Scroll to **Group Access**. 3. Select a new group. 4. Save the package. ## Editing a group name - Click the three dots on the group header. - Select **Edit group name**. - Enter the new name and save. ## Deleting a group - Deleting disbands the group; it is irreversible. - Checks remain accessible to Admins. To delete: 1. Click the three dots on the group header. 2. Select **Delete group**. 3. Confirm deletion. ## FAQs ### Why can’t I see any requests on the Recruit page? - Viewers see checks only if subscribed to the package. - Recruiters see only checks they started unless subscribed. ### Does adding someone to a group change their access level? - No, group membership does not alter permission settings. - You may need to subscribe users to packages for visibility. ### Can historical checks be viewed by anyone in a group? - Admins can see checks sent before joining the group. ### Will everyone receive email notifications once they are in a group? - Users not subscribed don't get emails unless they sent the request. - Subscribed users receive notifications only from the time they joined. ### Can we use groups if we use an integration? - Yes, groups work with Zinc integrations.