> ## Documentation Index
> Fetch the complete documentation index at: https://docs.clearpolicy.app/llms.txt
> Use this file to discover all available pages before exploring further.
# People and groups in ClearPolicy
> Learn how people and groups work in ClearPolicy — add people individually or in bulk, organize them into groups, and send requests at scale.
People are the recipients of your attestation requests. They are the individuals you need to acknowledge or sign your documents. Groups let you organize people into reusable collections so you can assign documents and send requests to entire teams or departments at once.
## People
Each person in ClearPolicy has:
* **Name** — their full name, used in requests and receipts.
* **Email** — where attestation request emails are delivered.
* **Phone** (optional) — stored for reference.
People do not need to create an account or log in. They receive a personal link by email and complete the request directly in their browser.
Create a person by providing their name and email address from the **People** page. You can also add a phone number if needed. People you add manually are immediately available to include in document requests.
If you have an existing list, import people in bulk using a CSV or Excel file. ClearPolicy reads the file and creates a person record for each row. This is the fastest way to add a large number of people at once.
If someone has left your organization or no longer needs to receive requests, you can archive them. Archived people are removed from active lists and excluded from compliance counts, but their historical attestation records are preserved. You can unarchive them at any time.
## Source tracking
ClearPolicy tracks where each person came from, so you always know how they were added:
| Source | Description |
| --------------- | ------------------------------------------------------------- |
| Web | Added manually through the ClearPolicy interface |
| CSV / Excel | Imported from a file |
| Planning Center | Synced from a Planning Center integration |
| API | Created via the ClearPolicy API or an integration like Zapier |
## Groups
A group is a named, reusable collection of people. Groups give you a single place to define a set of recipients — by team, department, role, location, or any other criteria — and then reference that group across multiple documents.
Each group has:
* **Name** — a short label that identifies the group (for example, "All Staff" or "Volunteer Drivers").
* **Description** (optional) — a longer note that explains the purpose of the group. The description appears on the group card so your team can quickly understand who belongs in the group and why it exists.
* **Default recipient message** (optional) — a message template that is automatically pre-filled when you send requests from this group. You can still edit the message before sending each request. See [recipient messages](/guides/send-requests#add-a-recipient-message) for details.
* **Automatic request emails** — a toggle that controls whether ClearPolicy automatically sends request emails when you add people or documents to the group. Enabled by default on new groups. See [automatic request emails](/guides/send-requests#automatic-request-emails) for details.
* **Group Managers** (optional) — team members assigned to oversee compliance for this group.
**What you can do with groups:**
* **Assign documents** — link one or more documents to a group so the group's members are the intended audience.
* **Send requests in bulk** — send attestation requests to all members of a group with a single action, rather than adding people one by one.
* **Automate request emails** — with automatic request emails turned on, ClearPolicy sends requests as soon as you add people or documents to the group, so you don't have to send them manually.
* **Filter members by compliance status** — on the group's **People** tab, filter members by their compliance status to quickly find who needs follow-up. See [filtering group members by status](#filter-group-members-by-status) below.
* **Filter compliance views** — use groups to filter the [document compliance view](/guides/track-compliance#filter-by-group) and scope compliance reports to a specific subset of your people.
* **Manage membership** — add or remove people from a group at any time without affecting documents or past requests.
* **Assign Group Managers** — give specific team members access to the group without giving them organization-wide access.
Add a description when the group name alone isn't enough context — for example, "Sunday morning greeters and parking lot volunteers" for a group named "Welcome Team." You can add or update the description at any time from the group's **Settings** page.
Set a default recipient message on groups you send requests from frequently. For example, a "Volunteers" group could have a default message like "Please review and acknowledge this policy before your next shift." This saves time and keeps your messaging consistent across requests.
Organize groups around how your organization is structured — by team, department, volunteer role, or location. A well-named group like "All Staff" or "Volunteer Drivers" makes it easy to assign documents and send requests without manually selecting recipients every time.
## Group Managers
A Group Manager is a team member who can oversee compliance for assigned groups. This role is useful when someone is responsible for a specific department, team, location, or volunteer group, but should not manage the whole organization.
Group Managers can:
* View the groups assigned to them.
* Review compliance progress inside those groups.
* Send missing requests for the group's assigned documents and people.
* Send reminders and view activity for requests inside those groups.
Group Managers cannot see unassigned groups. They also cannot manage organization settings, billing, team members, reports, the full people list, or the full documents list.
To assign Group Managers, open the group, go to **Settings**, and choose the team members who should oversee the group. You can also assign groups from **Settings** > **Members** when inviting or editing a Group Manager.
## Filter group members by status
When you open a group's **People** tab, you can filter the member list by compliance status. Each status button shows a count so you can see at a glance how many members fall into each category:
| Status | What it means |
| ------------------- | ------------------------------------------------------------------------------------------- |
| **Compliant** | The person has completed the latest revision of every document assigned through this group. |
| **Pending** | The person has one or more open requests that have not been completed yet. |
| **Needs Attention** | The person has unrequested, outdated, or renewal-due documents that require follow-up. |
| **Not Started** | The person has not been sent any requests for this group's documents yet. |
Select a status to narrow the list to only people in that category. Select it again to clear the filter and show all group members.
You can also click the **Needs Attention** or **Pending** cards on the group overview page to jump straight to the **People** tab pre-filtered by that status.
## Compliance progress within groups
Both the **Documents** tab and the **People** tab on a group show color-coded compliance progress bars — the same style used on the main documents and people lists, but scoped to the group's members and documents.
* On the **Documents** tab, each document card shows how many group members have completed the latest revision.
* On the **People** tab, each member card shows how many of the group's documents that person has completed.
These progress bars let you monitor compliance for a specific team or department without leaving the group page. For details on how to read them, see [tracking compliance in groups](/guides/track-compliance#compliance-on-the-group-documents-tab).
## Viewing a member's document details
On the group's **People** tab, click any member's row to expand it inline and see a per-document breakdown of their compliance. The expanded view shows:
* **Document name** and **status badge** — whether the document has been completed, is pending, or still needs to be sent.
* **Completed date** — when the person finished the document, if applicable.
* **Request timing** — when the request was sent or last reminded, so you can tell at a glance how long a request has been outstanding.
* **Quick actions** — send a request, nudge a reminder, or view the full activity history without leaving the group page.
Click the row again to collapse it. Only one member's details are shown at a time, so expanding a different member automatically closes the previous one.
People imported from external sources like Planning Center are tagged with their source, so you can filter your People list by where each person came from.