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How to Create Teams

How to Create Teams

Create teams to organize your users by department, location, or function. Teams help route work orders, manage notifications, and control access.

Quick Summary

Click Teams / Members in the sidebar, select the Teams tab, click Create Teams, then configure the team name, role, locations, and members.

Before You Begin​

Requirements
  • You need teams:create permission
  • Team limits depend on your plan
  • Users must exist before adding to teams

What Are Teams?​

Teams are groups of users that:

PurposeHow It Works
Work Order RoutingAssign work to entire teams
NotificationsAll team members get alerts
Asset AccessRestrict assets to specific teams
ReportingFilter reports by team performance
OrganizationGroup by department or function

Step-by-Step: Create a Team​

Step 1: Open Teams Tab​

  1. Click the Settings gear → Teams / Members
  2. Select the Teams tab
  3. Click Create Teams button

Step 2: Enter Team Details​

FieldRequiredDescription
NameYesTeam name (e.g., "Maintenance", "Operations")
DescriptionYesPurpose or scope of the team
ImageNoTeam avatar or logo

Step 3: Create the Team​

  1. Review the information
  2. Click Create
  3. Team is created (empty, no members yet)

Step 4: Add Team Members​

  1. Open the newly created team
  2. Click Add Members
  3. Select users from the list
  4. Click Add

Real-World Examples​

Example 1: Create Maintenance Department Team​

Situation: You need to set up a team for the maintenance department so work orders can be assigned to the group.

Solution:

  1. Go to Settings gear → Teams / Members → Teams tab
  2. Click Create Team
  3. Enter:
    • Name: Maintenance Team
    • Description: "HVAC, electrical, and general maintenance technicians"
  4. Click Create
  5. Click Add Members
  6. Select all maintenance technicians
  7. Click Add

Result: Work orders can now be assigned to "Maintenance Team" and all technicians receive notifications.

Example 2: Create Location-Based Teams​

Situation: Your company has three buildings, and each needs its own facilities team.

Solution:

  1. Create three teams:
    • Name: Building A - Facilities
    • Name: Building B - Facilities
    • Name: Building C - Facilities
  2. Add appropriate staff to each team
  3. Assign building-specific assets to each team

Result: Work orders and assets are organized by building, making it easy to track work and assign appropriate technicians.

Example 3: Create Cross-Functional Project Team​

Situation: A major HVAC upgrade project requires coordination between maintenance, IT, and operations staff.

Solution:

  1. Go to Settings gear → Teams / Members → Teams tab
  2. Click Create Team
  3. Enter:
    • Name: HVAC Upgrade Project
    • Description: "Cross-functional team for Q1 HVAC system replacement"
  4. Add members from different departments:
    • 2 maintenance technicians
    • 1 IT specialist
    • 1 operations manager
  5. Click Add

Result: Project team members can collaborate on shared work orders and receive unified notifications.

Example 4: Create Shift-Based Teams​

Situation: Your facility operates 24/7 with three shifts. Work orders need to be assigned to the team on duty.

Solution:

  1. Create three teams:
    • Name: Day Shift (6AM-2PM)
    • Name: Evening Shift (2PM-10PM)
    • Name: Night Shift (10PM-6AM)
  2. Add workers to their respective shifts
  3. Assign work orders to the appropriate shift team

Result: Work orders go to the right shift, and off-duty staff aren't disturbed by notifications.

Managing Team Members​

Add Members to Existing Team​

  1. Go to Settings gear → Teams / Members → Teams tab
  2. Click on the team name
  3. Click Add Members
  4. Select users
  5. Click Add

Remove Members from Team​

  1. Open the team
  2. Find the member in the list
  3. Click Remove (X icon)
  4. Confirm removal

View Team Members​

  1. Go to Settings gear → Teams / Members → Teams tab
  2. Click on team name
  3. See all current members with:
    • Name
    • Email
    • Role
    • Date added

Editing Teams​

Update Team Information​

  1. Go to Settings gear → Teams / Members → Teams tab
  2. Click on the team
  3. Click Edit
  4. Update name, description, or image
  5. Click Save

Delete a Team​

  1. Go to Settings gear → Teams / Members → Teams tab
  2. Click on the team
  3. Click Delete
  4. Confirm deletion
Before Deleting
  • Reassign any work orders currently assigned to the team
  • Members are not deleted, only removed from the team
  • Consider renaming instead of deleting to preserve history

Team-Asset Relationships​

Teams can be associated with assets for access control:

Assign Asset to Team​

  1. Go to the asset details
  2. Find Team or Access section
  3. Select the team
  4. Only team members can view/manage the asset

Use Cases​

ScenarioConfiguration
Building-specific assetsAssign to building team
Specialized equipmentAssign to qualified team
Sensitive assetsRestrict to security team

Team Best Practices​

Naming Conventions​

Use consistent, descriptive names:

GoodAvoid
Maintenance - Building ATeam 1
IT SupportTech
Night Shift (10PM-6AM)Night

Team Size Guidelines​

Team SizeBest For
3-5 membersFocused project teams
6-10 membersDepartment teams
10+ membersConsider sub-teams

Description Tips​

Include in the description:

  • Primary responsibilities
  • Coverage area (building, region)
  • Hours of operation (if shift-based)
  • Contact person or manager

Troubleshooting​

Cannot Create Team​

IssueCauseSolution
Button disabledTeam limit reachedUpgrade plan or delete unused teams
Permission deniedMissing permissionContact admin
Name already existsDuplicate nameChoose unique name

Members Not Receiving Notifications​

IssueCauseSolution
No notificationsUser preferencesUser should check settings
Wrong team notifiedWork order routingCheck work order assignment

Cannot Add Members​

IssueCauseSolution
User not listedUser doesn't existInvite user first
Already a memberDuplicateUser is already on team

Plan Limits​

PlanMax Teams
Lite1
Basic3
Professional10
EnterpriseUnlimited

Need help? Contact Infodeck Support

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