Teams Overview

Teams overview

Teams help you organise staff around the work they do and control what they can access.

A team can represent an operational group, a service, a department or any other group of people who need similar access. You might have an admin team with broad access across the system, an operations team focused on jobs and projects, or separate teams for DJs, photo booths and lawn care.

Teams are also useful for scheduling. You can use them to identify which people can be scheduled for certain shifts, services or products.

Each person can belong to more than one team, so you do not need to choose one label that describes everything they do.

What teams are used for:

Teams bring together three related parts of managing staff:

• Permissions, which control what members can view or change

• Access to specific parts of the system

• Scheduling eligibility for particular shifts, services or products

This means a team is more than a staff list. It is a way to define what a group of people can do and where they fit in your operation.

For example, an admin team may need access to all areas of the system so they can manage day-to-day work. An operations team may only need access to jobs and projects. A service team may only need to appear when you are scheduling work for that service.

Adding members to a team

You can add multiple people to each team and each person can be in multiple teams.

Use teams to group people who have a similar role or need similar access. This saves you from setting the same permissions individually for every member of staff.

A person can also be added to several teams. For example, someone may be part of the operations team because they help manage jobs, and part of the DJ team because they are available to work DJ shifts.

You do not need separate accounts for someone who performs more than one role. Add them to the relevant teams and their access will adjust to cover the work they need to do.

Setting team permissions

Permissions are set within the team.

They decide which areas members can access and what they are allowed to do there. You can give a team broad access when its members need to manage most of the system, or narrow access when they only need to work with specific records or tasks.

An admin team may have permission to access everything. A team responsible for operations may have access to jobs and projects, without access to other parts of the system they do not need.

You can make this more specific where needed. The aim is to give staff enough access to do their work without giving every user access to every area.

Set permissions around the work the team actually does. It is usually easier to manage a few clear teams with well-defined roles than to try to make every person’s access completely unique.

Permissions for members in multiple teams

When a person belongs to more than one team, they receive the highest level of permission available across all of their teams.

For example, one team may allow a person to view a particular area, while another team allows them to edit it. That person will have the ability to edit because that is the highest level of permission they have been given.

This is important when you are setting up teams. Adding someone to a restricted team does not take away access they already receive from another team. Check all of a person’s team memberships when you need to understand why they can see or change something.

If someone has more access than expected, look at every team they belong to rather than only the team you are currently editing.

Using teams for services and scheduling

You can create teams around the services you offer.

A DJ team, photo booth team or lawn care team can include the staff who are available and suitable for that type of work. This makes it easier to identify the right people when you are assigning shifts, services or products.

Service teams are especially useful when the same staff list would otherwise become difficult to manage. Instead of remembering who is trained, available or suitable for each kind of work, you can keep that information organised through team membership.

Someone can be on several service teams if they work across multiple areas. For example, a staff member may be available for both DJ and photo booth work.

When to create a new team

Create a team when a group of people needs a shared level of access, works on the same type of job or should be considered for the same shifts, services or products.

Useful teams often include:

• Administration

• Operations

• Sales

• Specific services, such as DJs or photo booths

• Specialist groups who need access to a particular area

Avoid creating a separate team for every small difference in someone’s role. Start with teams that reflect real groups in your business, then add more detail only where it makes access or scheduling easier to manage.