Teams Guide

What it does

Teams group employees into organisational units for shift planning and management. A team might represent a department ("Kitchen"), a skill group ("First Aid"), or any group of people who regularly work together. Teams are the rows on your scheduling grid — shifts are created for a team, and team members are assigned to those shifts. Each team can have leaders and co-leaders who manage the team's schedule and receive relevant notifications.

How to set up

1. Go to Planung > Teams and click New Team.
2. Enter the team name.
3. Optionally, set a maximum members limit if the team has a fixed capacity.
4. Save the team.
5. Open the team and go to the Members tab. Add employees and assign roles:
   • Member — a regular team participant who can be assigned to shifts.
   • Leader — manages the team and receives notifications (e.g., when a member claims a shift).
   • Co-leader — assists the leader with team management tasks.
6. Optionally, link the team to a location so it appears on that location's scheduling grid.

Daily use

Assigning teams to locations or events

Teams can be linked to a specific location or event. Once linked, the team appears as a row on that location's or event's shift grid. A team that isn't linked to any location or event is a standalone organisational team — useful for company-wide groups that don't need their own schedule row.

Building shifts for a team

On the scheduling grid (either location-based or event-based), each team is a row. Create shifts on the team's row, then assign team members to fill those shifts. The employee picker prioritises members of the current team, making assignment fast.

Managing team membership

Add or remove members at any time from the team's Members tab. Changing a member's role (e.g., promoting someone to co-leader) takes effect immediately. Removing a member from a team does not delete their past shift assignments — historical data stays intact.

Works together with

• Shift Planning — teams provide the rows on the schedule grid where shifts are created and assigned.
• Locations — linking a team to a location places it on that location's scheduling grid.
• Events — event-specific teams are created inside the event wizard and exist only within that event.
• Employees — team membership determines who appears in the shift assignment picker.

Tips

• Keep team sizes manageable. A team of 5-15 members is easy to schedule. If a team grows beyond 20, consider splitting it.
• Use leaders for delegation. Team leaders can manage their team's schedule without needing full admin access.
• Event teams are separate from location teams. Creating a team inside an event does not affect your permanent team structure.
• Use the max members limit to prevent over-staffing a team beyond its capacity.
• Review team membership regularly. Remove employees who have left the department to keep the assignment picker clean.