A Group Activity allows you to create a single spend permission that applies to multiple users at once. Instead of creating separate activities for each employee, you can define one shared activity and assign it to a team or a selected group of individuals.
This is especially useful for department budgets, team events, training sessions, benefit spending, or any scenario where multiple employees should draw from the same approved allocation.
The activity template must have this functionality enabled. If you do not see these options, please reach out to support@custodia.ai for assistance.
How to Create a Group Activity
You can create a Group Activity as a New Spend Permission. In this scenario, we are looking to create an allocation to cover the lunch expense of the Client Success Team.
Steps
Start by navigating to Activity → New Spend Permission
Complete the standard activity details
Select Multiple Employees to enable the group permissions
Select Next
Add Participants
In the Participants section, use the search function to add the Client Success Team
Confirm that the allocation has been calculated correctly
In this example, Aaliya and Alessandro from the R&D team will also attend the lunch. You can add additional users individually using the same search function.
Before activation, review all details to confirm accuracy.
Once created, the $250 activity will apply to all selected participants.
Group Activity vs. Individual Allocations
Each Group Activity is made up of multiple individual allocations. Although the activity is created in one action, each user receives their own allocation record in the system.
How to View the Group Allocation
- Navigate to Activity > Activities
- Search for the allocation by Name
- Toggle Group Activities to find the Group Activity
This view displays the consolidated group-level allocation.
How to View Individual Allocations
- Toggle Group Activities off
- You will now see each individual allocation created as part of the group
In this example, you will see:
- The three members of the Client Success Team
- The two individual members from R&D
Each user appears separately with their own allocation
Key Notes
- Each user receives their own separate allocation within the group
- Spending by one user does not affect another.
- The system tracks balances independently per user.