Working with Teams

Teams let you group projects and users in your workspace and restrict visibility to other teams. This means teams can see only their own projects, but not the projects of other teams.

Creating Teams

In the Settings menu (gear icon in the bottom left of the main menu) > Teams, you can manage the teams in your workspace.

As long as you haven't created any teams, you won't see options in your workspace to assign users or projects to teams or filter by them.

To create a new team, click the + Team button first. You need to give your team a name, and choose a color and an icon. Icons with a small blue checkmark are ones you've already used for other teams. You can still use them for additional teams though.

Once you've created a new team, you'll immediately see the user selection. Here you can fill your new team right away.

Assigning Users to Teams

You can distribute users to your teams in the team management under Settings (gear icon in the bottom left of the main menu) > Teams. Each user can belong to any number of teams at the same time.

To do this, click the action button for the team in question and then click Assign users. A window will open where you can select or deselect users.

Users have a team selection on their detail page (directly below their name), where team membership can be set. Since these changes can involve permission changes, admin rights are required to make the changes.

When inviting new users, you need to select a team to which the user will be assigned. You can change the teams anytime after the invitation in the settings or user details.

Assigning Projects to Teams

Projects have a team selection on their detail page and in the editing window, where team membership can be set.

If you have sufficient permissions for the project, the teams can be changed. However, you can only choose from projects you can see yourself.

When creating a new project, if you as a user are only allowed to see projects from your own teams, the project must already be assigned to one of your teams when creating it.

Restricting Visibility to Your Own Teams

In the settings of permission roles (Settings > Rights Management > General Permission Roles > Click on Role Name), there are two options:

• Only projects from own team (Projects section) and
• Only users from own team (Users section).

If these are activated, users with this permission role will only be able to see projects or users from their own teams, and the set permissions will apply.

For example, if I activate Only projects from own team for a permission role and then grant only read permissions for project details, tasks, and time entries, users can only see projects from their own team and only with read permissions.

If the setting is not activated, the set permissions for project details, tasks, and time entries apply to all projects in the workspace.

Which Projects Can I See Anyway?

If a user is assigned to a project that doesn't belong to their team, they will still be allowed to see it. The permissions of the project role that the user has on the project apply.

If the user is the creator of the project, they can view and edit the project at any time.

If a user is only assigned to a task of a project they're not supposed to see, they will be able to see the tasks but won't be able to view the project details.

Filtering by Teams

If teams are set up in your workspace, there are filters that allow you to filter by teams. You can find these filters for example in:

• Team planning
• Time evaluations
• Tasks
• Project overview
• User overview

Attention: Keep in mind that it makes a difference whether you filter, for example, time evaluations by teams via users or via projects.

If you filter projects by teams, all times recorded on projects assigned to the team are displayed. This can also include times from users who don't actually belong to the team.

If you filter users by teams, all times from users belonging to the team are displayed. But this might not include all times recorded on the project.

Deleting Teams

Teams can be deleted at any time in the team overview under Settings (gear icon in the bottom left of the main menu) > Teams via the action menu of the action button. Users are automatically removed from the deleted team.

If projects were assigned to the team, they can be moved to another team by selecting a different team in the deletion window.

Deactivating Teams

If you no longer want to use teams in your workspace, you just need to remove all teams and the team filters and selection options will disappear from your workspace.