Create teams and organise membership

Decide what the team represents #

Use teams for an operational group such as Recruitment or Facilities. Give each team a clear name and a short description of its purpose. Team membership helps organise colleagues; it does not itself grant organisation-level permissions or authority to sign documents.

Only active eligible organisation members should be added. Invite and activate a colleague through Members before trying to assign them to a team.

Create a team #

1. Open Teams and choose the create control, or prepare Create team in AI chat.
2. Enter a distinct, descriptive team name.
3. Add a description and choose a lead if appropriate.
4. Select the intended active members.
5. Review the form and confirm creation. If you used AI chat, review its complete proposal and explicitly approve it instead.
6. Open the resulting team to confirm its name and membership.

In the synthetic demo the changes stay in your session. To practise, create a fictional team and use the provided members.

Edit name and description #

Open the existing team rather than creating another with a similar name. Review the team identifier and current name in the proposal. Editing the name or description should preserve unrelated membership and lead details unless the dedicated operation explicitly changes them.

If the team changed after you prepared the proposal, regenerate it. The approval must apply to the current record, not an earlier snapshot.

Add or remove members #

Choose active members to add. Before removing someone, confirm that you selected the correct person and consider whether they are the team lead. A removed team member may remain an active organisation member and retain their own role permissions.

Do not interpret removal from a team as account deactivation. Use the dedicated member-access workflow for that separate task.

Resolve a team problem #

If a colleague is missing from the picker, check their invitation and active membership. If a name is already used, open that team and verify whether it is the group you intended. If the member count looks wrong, reopen the team and inspect the actual list before making another change.

Detailed walkthrough #

1. Distinguish teams from permissions

Read Team, Lead and Members together. For example, Recruitment and Facilities can represent different working groups, but adding someone to a team does not by itself change their organisation role. Check workspace access separately in Users.

2. Check the selected membership

Compare the people shown with the group you intended to open. Team role describes responsibility within this group; workspace role governs wider access. A colleague may belong to more than one team without receiving additional permissions from the team name.

3. Plan a membership correction

Before changing a real team, identify the colleague and whether they are the lead. Removing a person from a team is different from deactivating their workspace account. If someone is unavailable to add, check their invitation and active membership in Users first.

Practise this section #

Open Help & tutorials, select this guide and choose Start practice walkthrough. Read each highlighted component before continuing. Use Back to revisit an explanation and Retry if a sample has not loaded. The walkthrough uses fictional records; do not enter real applicant information.

Use Exit tutorial to leave and keep your place, then Resume walkthrough in this guide to continue. When returning from practice to a real workspace, review the actual record and your permissions before making a change. Tutorial completion does not perform the underlying task.

Before using this guide #

Open Teams in the Organisation workspace. Identify the operational group and review its existing members before planning changes.

Worked example #

A Facilities team can group colleagues working together while each retains a different workspace role. Removing someone from Facilities does not necessarily remove their organisation access.

Guided component walkthrough #

Each component has one short guided step. Read the explanation, then choose Next; Back revisits the previous component. The cursor only demonstrates useful navigation or an explicit action. Replay action repeats that demonstration, and Skip animation keeps the explanation. Use this written guide for feature details.

Teams

• Teams: Team, Lead, Members and Updated. A team groups colleagues together with the checks they look after.
• Read the table headings: The headings tell you what each team value means. Read across one row rather than comparing values from different rows; this keeps the identity, status and other details associated with the correct record.
• Open the intended record: Use the open control on the intended team row to inspect its details. Check the row identity first. Opening details lets you read more information without assuming that the record needs a change.
• Distinguish teams from permissions: Read Team, Lead and Members together. For example, Recruitment and Facilities can represent different working groups, but adding someone to a team does not by itself change their organisation role. Check workspace access separately in Users.
• Open a team: The opened team shows the people assigned to that group. Read the team identity before checking membership; membership and each person's workspace permissions are separate information.

Team members

• Team members: Each person carries a team role alongside their workspace role. Opening the team has changed no membership.
• Check the selected membership: Compare the people shown with the group you intended to open. Team role describes responsibility within this group; workspace role governs wider access. A colleague may belong to more than one team without receiving additional permissions from the team name.
• Plan a membership correction: Before changing a real team, identify the colleague and whether they are the lead. Removing a person from a team is different from deactivating their workspace account. If someone is unavailable to add, check their invitation and active membership in Users first.

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