Overview

Once a Group Activity has been created, administrators can monitor allocations, adjust participants, and review balances directly from the Activity screen.

This article outlines how to view allocations, manage the group, and troubleshoot common questions. For any immediate concerns, please reach out to support@custodia.ai 

How to View Allocations

Group Activities can be viewed at both the consolidated level and the individual participant level.

View the Group Allocation

1. Navigate to Activity → Activities 
2. Search for the activity by name 
3. Toggle Group Activities on

This view displays the main Group Activity record. It reflects the overall structure of the activity and allows you to access high-level details.

View Individual Allocations

1. In Activity → Activities, toggle Group Activities off 
2. Search for the activity by name

You will now see each participant listed separately.

This view is helpful when reviewing a specific user’s balance or transaction history.

How to Manage the Group

Managing a Group Activity typically involves reviewing or adding/removing participants

Review Participants

1. Navigate to Activity → Activities 
2. Search for the activity by name 
3. Toggle Group Activities on
4. Select Edit Group
   
   
5. Select Group Activity Employees
   

6. You can now review and manage the group 

   

Adding or Removing Users in a Group Activity

Group Activities can be updated if team membership changes or if you need to add individual participants after the activity has already been created.

Adding Users Individually

If you need to add a specific user:

1. Follow the steps above to Edit Group 
2. Use the Search functionality to select the user you would like to add 
3. Save the changes

The newly added user will receive their own individual allocation within the group.

Updating the Group When New Team Members Join

In this scenario, there is an annual Group Activity for Health Services assigned to the Client Success Team. 

Since the allocation was created at the beginning of the year, new team members have joined since creation. 

Please see - How Do I Create and Manage Teams?

To update the allocation:

1. Follow the steps above to Edit Group and review the participant list

You may notice that the new team members do not yet have allocations.

2. Select the Refresh button

The system will detect newly added team members and include them in the Group Activity.

3. Confirm the updated participant list by selecting (employees) link  

4. Select Save

You will now see that the new team members have been added and each has received their own individual allocation. 

Additional Notes

• If you are adding or removing a large number of users at once, please allow a few minutes for the system to process and update the allocations. 
• The refresh method also applies when users are no longer members of the assigned team. 
• Users can be removed directly by deleting their individual allocation.

Removing Users by Deleting the Allocation

If a user should no longer be part of the group:

1. Navigate to Activity → Activities 
2. Toggle Group Activities off 
3. Locate the individual allocation for that user 
4. Edit the activity to delete

Troubleshooting

I Do Not See the Option to Add or Manage Multiple Users

The activity template must have group functionality enabled, please contact support@custodia.ai so the template can be reviewed.

I Do Not See the Group Activity as Active

First, toggle Group Activities on and confirm the group record.

If the Group Activity does not appear active:

• Ensure that the individual allocations are still active. 
• If all individual allocations have been fully utilized, the Group Activity will no longer remain active.

The group record reflects the status of the underlying individual allocations.

A New Team Member Is Not Included

If new members have joined the assigned team but do not appear in the Group Activity:

1. Remove the user from the team 
2. Open the Group Activity and select Refresh 
3. Add the user back to the team 
4. Refresh the Group Activity again 
5. Save

I Deleted an Allocation by Mistake

If an Individual Allocation Was Deleted

First, confirm whether the user still belongs to the assigned team.

If the user is not a member of the team:

• Open the Group Activity 
• Re-add the user using the Search function 
• Or select Refresh if applicable 
• Save the activity

If the user is still a member of the team:

1. Remove the user from the team 
2. Refresh the Group Activity 
3. Add the user back to the team 
4. Refresh the Group Activity again 
5. Save

This will regenerate the individual allocation.

If an Individual Allocation Was Deleted in a Recurring Group Activity

Due to the structure of recurring allocations, it is recommended to:

• Create a separate recurring allocation for the individual user to cover the current period.

When the Group Activity renews for the next period, the user should be re-added to the group allocation at that time.

This ensures continuity without disrupting the recurring structure for the rest of the group.

If the Group Activity itself was deleted or you are unable to restore the allocation, please contact support@custodia.ai for assistance.