Purpose Statement

The Teams feature allows administrators to organize users into structured groups for improved coordination, communication, and task management. This functionality enables efficient team-based operations by grouping personnel according to their roles, specializations, or operational assignments within the department.

Background Information

Teams provide a powerful organizational framework that enables administrators to assign groups of individuals to specific functional areas and operational tasks. Rather than managing personnel individually, teams allow for efficient group-based assignments across various departmental functions including fire prevention activities, asset management, training programs, emergency response units, and specialized operations.

This feature streamlines workflow management by creating logical groupings that reflect real-world operational structures. For example, fire prevention teams can be assigned inspection tasks, asset management teams can handle equipment tracking and maintenance, and training teams can coordinate educational programs. Teams facilitate better communication, ensure appropriate personnel are assigned to relevant tasks, and provide clear accountability structures for different operational areas.

The team structure supports both routine operational assignments and dynamic task allocation, allowing departments to respond efficiently to changing operational needs while maintaining organized personnel management across all functional areas.

Required Permissions

Video

Step-by-Step Guide

Creating New Teams

1. Access the Teams Module

   • Click on Admin from the main navigation menu
   • Click on Teams to view the teams management interface
     

1. Initiate Team Creation

   • From the Teams list interface, click on Add Team
     

1. Configure Team Details

   • Enter the desired team name in the provided text box
   • Choose a clear, descriptive name that reflects the team's purpose or function
     

1. Assign Team Members

   • Select all users who should be included in the team from the available user list
   • Use the selection interface to add multiple members efficiently
     

1. Review Team Composition

   • Added members will appear in the column on the right side of the window
   • Review the member list for accuracy and completeness
   • Remove any incorrectly added members using the delete option next to their name

2. Save Team Configuration

   • Click Save to finalize the team creation
   • The new team will be added to the teams list and become immediately available for use
     

Viewing and Managing Existing Teams

1. Review Team Listings

   • Teams can be filtered by Team Name or User for quick location of specific groups
   • The complete list of teams can be downloaded by selecting the download button for record-keeping purposes
     

1. Organize Team Display

   • Column headers are displayed at the top of the team list
   • Select any column header to sort the list alphanumerically by that specific column
     

1. Adjust the number of items displayed per page using the items-per-page selector
   

1. Perform Team Actions
   
1. Four primary actions are available for each team (from left to right):
   
1. Deactivate: Temporarily disable the team without deleting it
   
2. Edit: Modify team name or membership
   
3. Delete: Permanently remove the team from the system
   
4. View Members: Display a comprehensive list of team members and their contact information
   

Best Practices

Team Organization:

• Use clear, descriptive team names that reflect the group's function or purpose
• Consider creating teams based on operational needs such as shifts, specializations, or geographic areas
• Regularly review team memberships to ensure accuracy as personnel changes occur

Member Management:

• Verify user permissions before adding members to ensure appropriate access levels
• Document team purposes and member roles for future reference
• Maintain updated contact information for all team members

System Efficiency:

• Deactivate teams instead of deleting them when they may be needed again in the future
• Use the filtering and sorting features to quickly locate specific teams in large organizations
• Export team lists periodically for backup and reporting purposes

Troubleshooting & FAQs

Q: Why can't I see the Add Team button? A: Verify that you have administrative permissions. Contact your system administrator if you need access to team management functions.

Q: Can a user belong to multiple teams simultaneously? A: Yes, users can be members of multiple teams as operational needs require.

Q: What happens to team assignments when a user is deactivated? A: Deactivated users remain in team listings but will not receive team-related communications or have access to team resources.

Q: How do I restore a deactivated team? A: Use the Edit action to reactivate a team and restore its functionality.

Q: Is there a limit to the number of teams I can create? A: There are no preset limits on team creation, but consider organizational efficiency when creating numerous teams.