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Create and Edit Team

Purpose​

Create new teams or edit existing team information including name and description details.

Access​

Create New Team​

From the Teams page:

  1. Click the + Create button
  2. Team creation form opens

Edit Existing Team​

From the Teams page:

  1. Click the gear icon (⚙) next to a team
  2. Select Edit from the context menu

Screenshot​

Edit Team dialog showing name and details fields
Edit Team dialog showing name and details fields

Description​

The Create/Edit Team dialog provides a simple interface for defining team information. The same form is used for both creating new teams and editing existing ones.

Dialog Header​

  • Title: "Edit Team" (or "Create Team" for new teams)
  • Close Button: Red X icon in the top-right corner to dismiss
  • Purpose: Clear identification of the team management action

Form Fields​

Name​

  • Label: "Name"
  • Type: Text input field
  • Required: Yes
  • Example: "Subcontractor"
  • Purpose: Primary identifier for the team
  • Validation:
    • Cannot be empty
    • Should be unique within the organization
    • Typically alphanumeric with spaces allowed
  • Best Practices:
    • Use clear, descriptive names
    • Follow organizational naming conventions
    • Make purpose obvious from the name
    • Keep it concise but meaningful
    • Use title case for professionalism

Details​

  • Label: "Details"
  • Type: Multi-line text area
  • Required: No (optional)
  • Example: "Subcontractor"
  • Purpose: Description of team's purpose, scope, or additional information
  • Format: Free-form text
  • Best Used For:
    • Explaining team purpose
    • Documenting team scope
    • Listing team responsibilities
    • Adding contact information
    • Recording special instructions
    • Noting team-specific procedures
  • Size: Large text area for detailed descriptions

Action Buttons​

✕ Cancel (Red)​

  • Position: Bottom-left
  • Action: Close dialog without saving changes
  • Behavior:
    • For new teams: Discards all entered information
    • For edits: Reverts to original team data
  • Result:
    • Dialog closes
    • Returns to Teams list
    • No changes are made
    • Team data remains unchanged

💾 Update (Green) / Create (Green)​

  • Position: Bottom-right
  • Label: "Update" for editing, "Create" for new teams
  • Icon: Save/disk icon
  • Action: Save team information
  • Validation: Checks that required fields are completed
  • Result:
    • Team information is saved
    • Dialog closes
    • Teams list refreshes
    • Success notification may appear
    • For new teams: Team appears in list
    • For edits: Updated information displays

Use Cases​

Creating a New Department Team​

Scenario: Setting up a new departmental team

Process:

  1. Click + Create on Teams page
  2. Enter team name (e.g., "Marketing Department")
  3. Add detailed description in Details field:
    • Team purpose and responsibilities
    • Key contacts
    • Operational scope
  4. Click Create
  5. Team is now available
  6. Add members to the new team

Creating a Location-Based Team​

Scenario: Organizing team by venue location

Process:

  1. Click + Create
  2. Enter location-based name (e.g., "IMS NPO")
  3. Add details:
    • "This team consist of all NPO leads at the IMS location"
    • Venue address and details
    • Special location requirements
  4. Click Create
  5. Add members assigned to that location

Creating a Project Team​

Scenario: Temporary team for specific project

Process:

  1. Click + Create
  2. Enter project name (e.g., "Summer Festival 2025")
  3. Add project details:
    • Project duration
    • Project goals
    • Key milestones
    • Contact information
  4. Click Create
  5. Add project team members
  6. Archive when project completes

Creating a Functional Team​

Scenario: Group by role or function

Process:

  1. Click + Create
  2. Enter functional name (e.g., "Specialists")
  3. Add details about specialization area
  4. Click Create
  5. Add members with that specialization

Updating Team Name​

Scenario: Team renamed or reorganized

Process:

  1. Click gear icon (⚙) next to team
  2. Select Edit
  3. Update the Name field with new name
  4. Click Update
  5. Team name changes throughout system
  6. Notify team members of name change

Expanding Team Description​

Scenario: Adding more information to existing team

Process:

  1. Click gear icon (⚙) next to team
  2. Select Edit
  3. Keep name the same
  4. Expand Details with additional information:
    • Updated responsibilities
    • New contact information
    • Revised procedures
    • Additional context
  5. Click Update
  6. Enhanced information available to all users

Correcting Team Information​

Scenario: Fixing typos or incorrect information

Process:

  1. Click gear icon (⚙) next to team
  2. Select Edit
  3. Correct errors in Name or Details
  4. Verify all information is accurate
  5. Click Update
  6. Corrected information displays

Field Guidelines​

Team Name Guidelines​

Effective Team Names​

  • Clear Purpose: Name should indicate what team does
  • Descriptive: Provides context without needing details
  • Concise: Short enough to display in lists and dropdowns
  • Professional: Uses appropriate business language
  • Unique: Distinguishable from other teams
  • Searchable: Easy to find when searching

Examples of Good Team Names​

  • By Department: "Marketing", "Finance", "Operations"
  • By Location: "Downtown Office", "IMS NPO", "West Campus"
  • By Function: "Event Coordinators", "Specialists", "Organizers"
  • By Project: "Summer Festival Team", "Annual Gala Committee"
  • By Vendor: "ABC Contractors", "Subcontractor"

Names to Avoid​

  • Too Generic: "Team 1", "Group A"
  • Too Long: "The Special Committee for Organizing Community Events and Activities"
  • Ambiguous: "Misc", "Others", "Various"
  • Informal: "Bob's Group", "The Cool Kids"
  • Abbreviations Only: "TCO", "SFT" (without context)

Team Details Guidelines​

What to Include in Details​

  • Primary Purpose: Why the team exists
  • Scope: What areas the team covers
  • Responsibilities: Key team duties
  • Membership Criteria: Who should be on the team
  • Meeting Information: Regular meeting schedule (if applicable)
  • Contact Information: Key team contacts or leaders
  • Special Instructions: Any unique team procedures
  • Related Teams: Connections to other teams
  • Notes: Any other relevant information

Details Format Examples​

Departmental Team:

Marketing team responsible for all promotional activities and communications. 
Coordinates events, social media, and public relations.
Team Lead: John Smith (john@org.com)
Meets: Every Monday at 10am

Location-Based Team:

This team consist of all NPO leads at the IMS location.
Coordinates venue operations, scheduling, and local member support.
Primary venue: Indianapolis Motor Speedway
Emergency contact: 555-1234

Project Team:

Annual fundraising gala planning committee.
Timeline: January - June 2025
Goal: Raise $100,000 for new facilities
Subcommittees: Venue, Catering, Entertainment, Sponsorships

Functional Team:

Specialists with advanced certifications in technical areas.
Provides expert consultation and training to other teams.
Specializations: Safety, Compliance, Technical Operations
Available for cross-team support as needed

Best Practices​

Creating Teams​

Planning​

  • Define Purpose: Know exactly why team is needed before creating
  • Research Names: Check existing teams to avoid confusion
  • Plan Structure: Consider how team fits into organization
  • Member Identification: Identify who will be members before creating
  • Permission Planning: Plan what access team will need

Execution​

  • Complete Information: Fill in all relevant fields
  • Clear Description: Write helpful, comprehensive details
  • Consistent Naming: Follow organizational conventions
  • Verify Details: Double-check spelling and accuracy
  • Document: Keep record of new teams created

Follow-Up​

  • Add Members: Don't leave new teams empty
  • Set Permissions: Configure access rights promptly
  • Communicate: Notify relevant stakeholders
  • Test: Verify team works as expected
  • Document: Update organizational charts or documentation

Editing Teams​

Before Editing​

  • Verify Need: Confirm changes are necessary
  • Impact Assessment: Consider effect on members and schedules
  • Communication Plan: Plan how to notify affected parties
  • Backup Info: Note current information before changing
  • Authorization: Ensure you have authority to make changes

During Editing​

  • Minimal Changes: Change only what's necessary
  • Accuracy: Ensure all information is correct
  • Consistency: Maintain naming and format standards
  • Completeness: Update all related information
  • Review: Double-check before saving

After Editing​

  • Verification: Confirm changes took effect
  • Notification: Inform team members of changes
  • Documentation: Update related documentation
  • Monitor: Watch for any issues from changes
  • Follow-Up: Verify team functions correctly with changes

Documentation Standards​

Name Standards​

  • Use title case for professional appearance
  • Avoid special characters unless necessary
  • Keep under 50 characters for display purposes
  • Make searchable and sortable
  • Ensure uniqueness

Details Standards​

  • Start with primary purpose statement
  • Use proper grammar and punctuation
  • Organize information logically
  • Include relevant contact information
  • Update as team evolves
  • Date significant updates if helpful

Troubleshooting​

Cannot Save Team​

Problem: Save/Update button doesn't work

Possible Causes:

  • Name field is empty
  • Duplicate team name exists
  • Special characters causing validation error
  • Insufficient permissions

Solutions:

  1. Ensure Name field is filled
  2. Try a different unique name
  3. Remove special characters from name
  4. Check error messages for specific issues
  5. Verify your admin permissions

Team Name Already Exists​

Problem: Error that team name is duplicated

Solutions:

  1. Choose a more specific name
  2. Add location or department qualifier
  3. Check existing teams list for conflicts
  4. Consider using category prefix (e.g., "2025 - Project Name")
  5. Archive or rename the existing team if it's obsolete

Changes Not Appearing​

Problem: Edited team information doesn't update

Possible Causes:

  • Changes didn't save properly
  • Browser cache issue
  • System sync delay

Solutions:

  1. Verify changes were saved (reopen edit dialog)
  2. Refresh the Teams page
  3. Clear browser cache and reload
  4. Wait a moment for system to sync
  5. Try editing again if changes weren't saved

Lost Changes​

Problem: Accidentally closed dialog before saving

Solutions:

  1. Reopen edit dialog (for existing teams, info is preserved)
  2. For new teams, re-enter information
  3. Consider drafting complex details in external document first
  4. Be careful with close button
  5. Use Cancel button intentionally

Tips​

  1. Descriptive Names: Use clear, purpose-driven team names
  2. Detailed Descriptions: Include comprehensive team details
  3. Regular Updates: Keep team information current
  4. Consistent Format: Follow organizational naming standards
  5. Plan First: Think through team purpose before creating
  6. Document Changes: Note why team information was updated
  7. Communicate: Notify members of team changes
  8. Review Periodically: Update team details as purposes evolve