This article explains how users with permission to create projects can create Project Groups in SubBase, assign projects and users, and understand when groups appear on the Projects tab.
Overview
Project Groups organize your projects into clear sets such as by region, department, client, or business unit. Groups control both organization and visibility, making it easier to manage access and reporting across your company.
Each project belongs to one Project Group only.
When a project is assigned to a group, all users who belong to that group automatically see the project in their account, based on their permissions.
On the Projects tab, projects are listed under their associated group header. For example, projects assigned to a company division (example: HVAC Projects or Plumbing Projects) group appear together under each group name.
Project Groups appear on the Projects tab even if no projects are assigned. If a group is empty, the group name is visible but no projects will be listed under it.
Before creating a Project Group, confirm the following:
You have permission to create projects
Users you want to assign are active
You understand that Project Groups can be created without assigning projects
Best Practice: Add users to the group at creation time so project visibility is set correctly as soon as projects are added.
Who Can Do This
Users with permission to create projects
If you do not see the Add Group button, your permissions may be restricted by an Admin under Company Settings > Permissions.
Steps to Create a Project Group
Option 1: Create a Project Group from the Projects Tab
Step 1: Navigate to the Projects tab from the blue navigation bar.
Step 2: Click the Add Group button.
Step 3: Enter the Group Name.
Step 4: Add projects to the group.
Select one or more existing projects
Step 5: Add users to the group.
Select the users who should have access to the projects in this group.
Step 6: Click Save to create the Project Group.
Option 2: Create a Project Group from Company Settings
Step 1: Click your User Profile Menu in the top right corner.
Step 2: Select Company Settings.
Step 3: Open the Groups tab.
Step 4: Click the Add Group button.
Step 5: Enter the Group Name.
Step 6: Add projects to the group.
Use the Projects search field to select one or more projects
Step 7: Add users to the group.
Use the Users search field to select users
Step 8: Click Save.
After You Create a Project Group
Once saved:
Assigned users can access all projects in the group (based on their role permissions).
The group becomes available for project assignment.
The group appears on the Projects tab even if no projects are assigned
If the group is empty, no projects will be displayed under it.
Important Notes
Project Groups control both project organization and user visibility.
Users only see projects that belong to groups they are assigned to.
Project Groups cannot be deactivated or archived.
Only individual projects can be marked Active or Inactive.
Project Groups appear on the Projects tab even when empty.
Empty groups will display the group name with no projects listed.
Adding projects later does not change your ability to create or manage Project Groups.
Projects created without a group are placed in Ungrouped Projects, which may not be visible to all users.
Best Practice:
Create the Project Group first, then assign projects to it to ensure correct visibility from day one
FAQs
Who can create and manage Project Groups
Who can create and manage Project Groups
Access depends on your company’s permission setup. Users with permission to create projects can create and manage Project Groups.
Can a project belong to more than one group
Can a project belong to more than one group
No. Each project can belong to only one Project Group.
Where do grouped projects appear
Where do grouped projects appear
Grouped projects appear under their associated group heading on the Projects tab.
What happens when a user is removed from a group
What happens when a user is removed from a group
They immediately lose visibility to all projects within that group.
Does renaming a group affect projects or users
Does renaming a group affect projects or users
No. Renaming a group does not affect assigned projects or users.
Troubleshooting
I do not see any projects under my Project Group
I do not see any projects under my Project Group
This is expected if:
The group was created without projects
Projects have not yet been assigned to the group
The group name will still appear on the Projects tab.
Users cannot see projects in a group
Users cannot see projects in a group
Confirm that:
The user is assigned to the Project Group
The user’s role permissions allow project access
If issues persist, contact your company Admin for permission review.