Teams

Owned by
Anna Ciepłota
Last updated: Jul 01, 2024 by
Magdalena Szpunar
5 min read

Introduction

You can group individual users into teams to make effort-based planning easier than ever. The concept of teams is used mainly in the Resources module - task data can be presented in team swimlanes.

The information about teams can also be displayed in the Gantt module by adding teams to the Column View.

Benefits of using teams

  • monitor work across teams

  • team capacity and workload information

  • automatic assignment of a task to a team based on the assignee

How does it work

A team is created in a box - automatically, this is the primary box a team is assigned to. A team can be managed only in the primary box it is associated with. It is possible to assign a team to a different box (change the primary box).

A single team can be available in multiple BigPicture boxes. This is useful when the same teams work in multiple projects.

Users are assigned to teams - this creates a ‘membership’. Membership information specifies how much time a user dedicates to the team effort.

  • Assign tasks to team.

  • Tasks can be automatically assigned to a team based on the assignee.

View teams

Go to the Teams module to see the list of teams available in a box.

image-20240626-084943.png

Team attributes

Information

Description

Information

Description

Basic attributes

 

  • Identifying information

    • name

    • Arrow next to box name (inherited teams)

    • code

    • code color

  • Created in

    • ID of the box the team has been created in

  • Members

    • number of team members

Inherited vs primary teams

Each team must be managed in the primary box it is assigned to. Teams can be used in multiple boxes, but team information can’t be modified in secondary boxes.

By default, the box in which a team has been created becomes its primary box.

The primary box can be changed when you ‘assign existing team’ to a different box.

Details tab

 

Identifying team information:

  • Name

  • Code

  • Color

Members tab

 

Team members - the list contains current membership information of team members:

  • Name - functions as a link to the list of user memberships

  • Active membership

  • Availability

  • Skills

If a team membership has a future date it doesn’t apply yet - resource is listed as having ‘no membership’. To see all memberships of a user, click on the resource name.

 

Boxes involved tab

 

List of boxes the team is available in:

  • Name

  • ID

  • Status

Team management

Create new team

Newly created teams don’t have any members - add team members to finish setting up a team.

If the button is greyed out (team cannot be created):

  • You don’t have sufficient box permissions

  • Box type settings don’t allow for a team to be created

In the Teams tab:

  1. Click the button at the top.

  2. Select Create new team from the dropdown menu.

  3. Provide:

    1. Team name

    2. Team code

    3. Team code color

  4. Click Create.

 

Assign existing team

A team from an upper-level box is assigned in a lower-level box → team is added as an inherited team to a lower-level box. The upper-level box is unaffected.

A team from a lower-level box is assigned in an upper-level box → primary box of a team is changed. The upper-level box (where the action is performed) becomes the primary team box of a team. In the lower-level box (that used to be primary) the team still available, but is treated as inherited.

  1. Click the button at the top.

  2. Select Assign existing team from the drop-down menu.

  3. Select teams from the dropdown list. Use the search box to find teams faster. You can assign multiple teams at once.

  4. Click Assign.

Duplicate existing team

  1. Click the button at the top.

  2. Select Duplicate existing team from the list.

  3. Select teams from the dropdown list. Use the search box to find teams faster. You can duplicate multiple teams at once.

  4. Click Duplicate.

 

Edit

Team name, code, and code color can be modified in the Details tab of the Teams module.

In the Teams module:

  1. Click on a team to select it

  2. Open the Details tab

  3. Modify team information

  4. Click Save

 

Delete

Unassign

Inherited teams

Inherited teams = teams that are available in a box they weren’t created in.

How to know if a team has been inherited

  • Inherited teams have an arrow next to their name (teams module).

Configuration - Box type settings

Toggle the switch

on

off

Toggle the switch

on

off

Manually allocated teams

You can add teams to boxes.

Teams can’t be added to boxes.

Auto-inherited upper-level teams

When the toggle switch is on, all teams created in upper-level boxes are inherited.

Teams aren’t automatically inherited.

If the Manually allocated teams toggle switch is on, you can assign