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.

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Before You Begin

Requirements

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

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What Are Teams?

Teams are groups of users that:

Purpose	How It Works
Work Order Routing	Assign work to entire teams
Notifications	All team members get alerts
Asset Access	Restrict assets to specific teams
Reporting	Filter reports by team performance
Organization	Group by department or function

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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

Field	Required	Description
Name	Yes	Team name (e.g., "Maintenance", "Operations")
Description	Yes	Purpose or scope of the team
Image	No	Team 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

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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.

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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.

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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.

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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.

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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

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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

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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

Scenario	Configuration
Building-specific assets	Assign to building team
Specialized equipment	Assign to qualified team
Sensitive assets	Restrict to security team

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Team Best Practices

Naming Conventions

Use consistent, descriptive names:

Good	Avoid
Maintenance - Building A	Team 1
IT Support	Tech
Night Shift (10PM-6AM)	Night

Team Size Guidelines

Team Size	Best For
3-5 members	Focused project teams
6-10 members	Department teams
10+ members	Consider sub-teams

Description Tips

Include in the description:

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

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Troubleshooting

Cannot Create Team

Issue	Cause	Solution
Button disabled	Team limit reached	Upgrade plan or delete unused teams
Permission denied	Missing permission	Contact admin
Name already exists	Duplicate name	Choose unique name

Members Not Receiving Notifications

Issue	Cause	Solution
No notifications	User preferences	User should check settings
Wrong team notified	Work order routing	Check work order assignment

Cannot Add Members

Issue	Cause	Solution
User not listed	User doesn't exist	Invite user first
Already a member	Duplicate	User is already on team

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Plan Limits

Plan	Max Teams
Lite	1
Basic	3
Professional	10
Enterprise	Unlimited

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Related Articles

• How to Invite Users
• How to Manage Users
• Understanding Roles & Permissions

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Need help? Contact Infodeck Support