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Teams Overview

Purpose​

Manage teams and groups within your organization for scheduling, permissions, resource allocation, and member organization. Teams provide a way to group members for coordinated activities and streamlined management.

Route​

/manage/teams

Screenshot​

Teams list showing all teams with details and management options
Teams list showing all teams with details and management options

Description​

The Teams page provides a centralized interface for creating and managing teams across your organization. Teams can be used for various purposes including scheduling coordination, permission management, resource allocation, and organizational structure.

Page Header​

Title​

  • Icon: 👥 Teams icon
  • Text: "Teams"
  • Purpose: Clear identification of the teams management interface
  • User Context: Current administrator name in top-right (e.g., "Team, Nithya")

Action Buttons​

+ Create (Green)​

  • Purpose: Create a new team
  • Action: Opens team creation form
  • Use Cases:
    • Creating departmental teams
    • Setting up project groups
    • Organizing by location or specialization
    • Creating temporary event teams
  • Permissions: Requires appropriate admin access

⬇ Download (Outlined)​

  • Purpose: Export teams data
  • Format: Typically CSV or Excel file
  • Exported Data:
    • Team names
    • Details/descriptions
    • Member counts
    • Update information
    • Creation dates
  • Use Cases:
    • Reporting and analytics
    • External documentation
    • Backup and auditing
    • Integration with other systems

Search Functionality​

  • Position: Top-right corner
  • Real-time Search: Filters results as you type
  • Searchable Fields:
    • Team name
    • Details/description
    • Updated by
  • Clear Button: ✕ icon to reset search

Teams Table​

The table displays all teams in the organization with comprehensive information.

Table Columns​

Name ↕​

  • Content: Name of the team
  • Examples from screenshots:
    • "Subcontractor"
    • "Organizers"
    • "Subcontractors"
    • "IMS NPO"
    • "Specialists"
    • "New Team"
  • Sortable: Click header to sort alphabetically
  • Action: Click name to view team details
  • Format: Clear, descriptive team names

Details ↕​

  • Content: Description or purpose of the team
  • Examples from screenshots:
    • "Subcontractor"
    • "Subs"
    • "This team consist of all NPO leads at the IMS location"
    • "This is for testing only"
  • Sortable: Click to sort by description
  • Purpose: Provides context about the team's purpose
  • Format: Free text description (optional)

Updated By ↕​

  • Content: Name of the administrator who last modified the team
  • Examples from screenshots:
    • "Schroeder, Casey"
    • "Team, Nithya"
  • Sortable: Click to sort by editor
  • Purpose: Track who made recent changes
  • Audit Trail: Part of change tracking system

Updated On ↕​

  • Content: Date of last modification
  • Format: YYYY-MM-DD
  • Examples from screenshots:
    • "2025-02-07"
    • "2025-01-18"
    • "2025-01-26"
    • "2025-08-22"
  • Sortable: Click to sort chronologically
  • Purpose: Track recency of updates
  • Default Sort: Often sorted by most recent

Actions (⚙)​

  • Icon: Gear/settings icon
  • Purpose: Access team-specific actions
  • Click: Opens context menu
  • Common Actions:
    • Edit team details
    • Manage team members
    • Delete team
    • View team history
    • Duplicate team

Pagination Controls​

  • ⏮ First Page: Jump to first page
  • ◀ Previous: Go to previous page
  • Page Number: Current page (highlighted in green)
  • ▶ Next: Go to next page
  • ⏭ Last Page: Jump to last page

Information Display​

  • Record Count: "Showing 1 to 6 of 6 records"
  • Format: "Showing [start] to [end] of [total] records"
  • Purpose: Context of current view

Page Size Selector​

  • Default: Usually 25 records per page
  • Options: Dropdown with choices (10, 25, 50, 100, All)
  • Use: Adjust display density

Team Types and Purposes​

Organizational Teams​

  • Purpose: Represent organizational structure
  • Examples: Departments, divisions, committees
  • Use Cases:
    • Administrative hierarchy
    • Reporting structure
    • Permission management
    • Communication channels

Functional Teams​

  • Purpose: Group by function or role
  • Examples: "Specialists", "Organizers", "Subcontractors"
  • Use Cases:
    • Task assignment
    • Skill-based grouping
    • Resource allocation
    • Scheduling coordination

Location-Based Teams​

  • Purpose: Group by geographic location
  • Examples: "IMS NPO" (IMS location)
  • Use Cases:
    • Venue-specific operations
    • Local coordination
    • Regional management
    • Geographic reporting

Project Teams​

  • Purpose: Temporary teams for specific projects
  • Examples: Event teams, initiative groups
  • Use Cases:
    • Event coordination
    • Project management
    • Time-limited activities
    • Cross-functional collaboration

Contractor/Vendor Teams​

  • Purpose: External partners and contractors
  • Examples: "Subcontractor", "Subcontractors"
  • Use Cases:
    • Vendor management
    • Contract tracking
    • External resource coordination
    • Partnership management

Use Cases​

Creating Organizational Structure​

Scenario: Setting up departmental teams

Process:

  1. Click + Create to create new team
  2. Enter team name (e.g., "Marketing Department")
  3. Add detailed description of team purpose
  4. Save the team
  5. Add members to the team
  6. Assign appropriate permissions
  7. Use team for scheduling and coordination

Scheduling Coordination​

Scenario: Managing team-based event scheduling

Process:

  1. Create or select appropriate team
  2. Add all relevant members to team
  3. Use team selection in event scheduling
  4. All team members receive notifications
  5. Track team participation and availability
  6. Generate team-based reports

Permission Management​

Scenario: Granting access based on team membership

Process:

  1. Define teams based on access levels
  2. Add members to appropriate teams
  3. Configure permissions at team level
  4. Members inherit team permissions
  5. Update team membership to change access
  6. Audit permissions by team

Resource Allocation​

Scenario: Assigning resources to teams

Process:

  1. Create teams for different functions
  2. Allocate resources to specific teams
  3. Track resource usage by team
  4. Generate team resource reports
  5. Adjust allocations as needed

Communication and Notifications​

Scenario: Sending targeted communications

Process:

  1. Organize members into relevant teams
  2. Use team selections for notifications
  3. Send announcements to entire teams
  4. Track communication by team
  5. Manage subscriptions at team level

Best Practices​

Team Organization​

Naming Conventions​

  • Clear Names: Use descriptive, self-explanatory names
  • Consistency: Follow consistent naming patterns
  • Avoid Ambiguity: Make purpose obvious from name
  • Professional: Use formal, professional terminology
  • Scalability: Names should work as organization grows

Structure Planning​

  • Logical Hierarchy: Organize teams in logical groups
  • Size Management: Keep teams at manageable sizes
  • Overlap Consideration: Plan for members in multiple teams
  • Purpose Clarity: Each team should have clear purpose
  • Regular Review: Periodically review team structure

Team Maintenance​

Regular Updates​

  • Active Review: Review active teams monthly or quarterly
  • Membership Updates: Keep team rosters current
  • Description Updates: Update details as purposes evolve
  • Archive Inactive: Archive or delete obsolete teams
  • Document Changes: Track why teams are modified

Data Quality​

  • Accurate Descriptions: Maintain clear team descriptions
  • Current Members: Ensure member lists are up to date
  • Permission Accuracy: Verify team permissions are correct
  • Contact Information: Keep team contact info current
  • Usage Tracking: Monitor which teams are actually used

Communication​

Team Information​

  • Clear Purpose: Communicate team purpose to members
  • Role Clarity: Explain member roles within teams
  • Expectations: Set clear expectations for team participation
  • Updates: Notify members of team changes
  • Documentation: Provide team documentation to members

Administrative Coordination​

  • Ownership: Assign team owners or managers
  • Admin Access: Control who can modify teams
  • Change Notifications: Alert admins of team changes
  • Audit Trail: Maintain records of team modifications
  • Best Practices: Share team management best practices

Team Management Features​

Member Management​

  • Add Members: Easily add members to teams
  • Remove Members: Remove members when needed
  • Bulk Operations: Add/remove multiple members at once
  • Search: Find members to add quickly
  • Member Details: View member information within team context

Team Details​

  • Name: Primary team identifier
  • Description: Detailed purpose and notes
  • Creation Info: Who created and when
  • Update History: Track modifications over time
  • Member Count: Number of members in team

Access Control​

  • Team Permissions: Set permissions at team level
  • Inheritance: Members inherit team access rights
  • Override Options: Individual exceptions when needed
  • Audit Capability: Track permission usage
  • Security: Maintain secure access control

Reporting and Analytics​

  • Team Reports: Generate team-specific reports
  • Member Reports: Report on team membership
  • Activity Tracking: Monitor team activity
  • Usage Statistics: Track team utilization
  • Export Capability: Export team data for analysis

Tips​

  1. Clear Naming: Use descriptive names that clearly indicate team purpose
  2. Regular Audits: Review teams quarterly to ensure they're still needed
  3. Document Purpose: Always fill in team details/description
  4. Consistent Structure: Maintain consistent team organization across organization
  5. Member Communication: Keep team members informed about their team membership
  6. Permission Planning: Plan team permissions carefully before implementation
  7. Archive Old Teams: Don't delete - archive teams that may be needed later
  8. Export Regularly: Download team data periodically for backup and analysis