Advanced — Team Management

Team hierarchies, cross-team scheduling, and team-based reporting.

Advanced: Team Management

For users who already know the basics — this guide covers the difference between event teams and organisation teams, cross-team scheduling, team roles and access control, and team-based reporting.

Event Teams vs. Organisation Teams

This distinction is critical and the most common source of confusion. Organisation teams (created under Planung > Teams) are permanent, reusable groups that persist across locations and time. Event teams (created inside the event wizard) are scoped to a single event and exist only within it.

The two systems are completely independent. An organisation team called "Security" and an event team called "Security" share nothing — different members, different leaders, different schedules. You cannot assign an organisation team to an event or vice versa. If you run the same event annually with the same team structure, you'll need to re-create the event teams each time. Keep a note of your standard event team setup to speed this up.

Organisation teams can be linked to one or more locations and appear on those locations' scheduling grids. Event teams appear only on the event's scheduling grid. Choose the right type based on whether the group is permanent (organisation team) or tied to a one-off engagement (event team).

Cross-Team Scheduling

An employee can belong to multiple teams simultaneously. This is common for versatile staff who cover different roles depending on the day — for example, someone who works "Kitchen" shifts on weekdays and "Bar" shifts on weekends.

When an employee belongs to multiple teams, they appear in the shift picker for each team. The system automatically checks for conflicts: if you try to assign someone to overlapping shifts on two different teams, the conflict is flagged. This prevents double-booking without restricting multi-team membership.

For managers, the schedule grid shows all teams at a location side by side, making it easy to spot when the same person is stretched across teams. If cross-team scheduling is frequent in your organisation, consider whether a restructured team setup might be simpler.

Team Roles and Access Control

Team roles control both what appears on the schedule and who gets notified. Leaders and co-leaders receive notifications when shifts in their team are claimed, swapped, or modified. Regular members only see their own assignments.

The leader role also determines hierarchical access. Managers with team-level viewing rights can see schedules and time data for all members of teams they lead. This lets you delegate schedule oversight without granting organisation-wide access. For example, a kitchen manager who leads the "Kitchen" team can view and manage that team's schedule but cannot see the "Bar" team's data.

Promoting or demoting a team member between roles takes effect immediately. There is no limit on the number of leaders or co-leaders per team, but in practice, one leader and one or two co-leaders keeps responsibilities clear.

Team-Based Reporting

Time tracking and shift data carry the team assignment forward into reports. This means you can filter reports by team to answer questions like "How many hours did the Kitchen team work last month?" or "Which team has the most unfilled shifts?"

Team-based reports are especially useful for cost centre tracking. If each team maps to a department or project, the reports give you a department-level breakdown of labour hours and costs without any additional configuration. Combine team filters with location filters for even more granular analysis — for example, "Kitchen hours at the Bern location."

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