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Teams - Creating & Managing Teams
Teams is our way of combining your company structure with user permissions and reporting. In Teams you can set up a tree structure similar to your internal company structure with any number of levels. Thanks to metadata, the scores and feedback are linked to the right level. If you want to learn more about the theory behind teams, check out this article.
IN THIS ARTICLE:
1. Where can I find teams?
Follow these steps to access your teams:
Step 1: Click Settings in the left navigation menu
Step 2: Open teams
Option 1:
In the settings overview, click the tile Teams under Identity management.
Option 2:
Click Identity management in the navigation bar at the left and afterwards go to the Teams tab.
Step 3: If you already have one or more teams, you will now see the first team. You can switch between the teams by using the tabs at the top.
2. Creating a new team
If you already have teams and want to add a new team, click Add New Team in the right top corner. This will bring you to the page where you can create your new team.
If you are just starting out and you haven't created any teams yet, the steps in the first part will immediately guide you to this page.
Choose a fitting name for your team, which will be used for the highest level in your hierarchy. Keep in mind that his name has to be unique, you cannot have another team with the same name. Next click Create a team.
3. Creating a team structure manually
After you've created a new team, it is now time to add different levels to it. If you are starting out with a completely empty team we advise you to work top down when creating the structure. The top level is automatically created, so it's best to then add the first level that's underneath and to keep going like that.
Let's say you're adding the following structure: Brand - Country - Store. In this case, brand would be the top level, which has already been created: Happy Fashion Stores. Next, add all of your countries, then add the stores.
Step 1: Go to the team you want to add levels to.
Step 2: Click Add on the right side right above your team.
Step 3: A side panel will open where you can choose the name and alias of your new team.
- A team name needs to be unique within your team.
- The names of the teams on the lowest level need to match the values of the metadata key you choose as team filter. The team filter is the link between your answers and your team structure and makes sure the correct data is shown to the correct people. Learn all about it here.
- The name of team needs to be unique.
- An alias is optional, but can be useful if the name is cryptic, like a code or abbreviation. The alias is used throughout the platform: as a value in the filters, in the team ranking and in questions. For example, if the code for your store in Ghent is BE005, this would appear in the team ranking. If every store has a code, you need to make sure you know the codes to figure out which stores are doing well and which aren't. If you add "Ghent" as an alias, this will replace the code in the team ranking, so it's much clearer which stores we're talking about.
Next, choose the parent level for your new team.
If you are starting from scratch, you will need to select the top level.
If you already created a number of teams, you can select one of those as a parent for your new team.
Step 4: Add as much levels and teams as you need to your team structure.
Step 5: Don't forget to save your changes!
4. Uploading a team structure from Excel
If your team structure is quite extensive, it might take a lot of time to add each level manually. Luckily, you can add your structure all at once by uploading an excel file.
If you are planning on using a lot of different levels though, we advise you to split it up in different excel files for each level. Every line in your excel file will automatically be added to the top level so you will still need to move each unit to its rightful place.
Step 1: Create an Excel file with the teams you want to add to your team structure. This file contains:
- The name of the team (mandatory).
- The alias of the team (optional). An alias can be useful if the name is cryptic, like a code or abbreviation. The alias is used throughout the platform: as a value in the filters, in the team ranking and in questions. For example, if the code for your store in Ghent is BE005, this would appear in the team ranking. If every store has a code, you need to make sure you know the codes to figure out which stores are doing well and which aren't. If you add "Ghent" as an alias, this will replace the code in the team ranking, so it's much clearer which stores we're talking about.
Step 2: Click Upload units on the right side above your team to which you want to upload your teams.
Step 3: Click upload Excel/CSV and choose the file you created and want to upload.
Step 4: Match the columns in your file either with name or alias. Since name is mandatory, you need to at least match this with a column. Keep in mind that a name has to be unique. If you are trying to upload a unit with a name that is already in the structure or one name is included multiple times in the file, the system will throw an error and the upload will fail.
Once you matched your columns, you need to confirm the upload.
Step 5: The units in your file are now added to the structure. Keep in mind that they are added right below the top level, so they might need to be moved around. Learn how to do this in this part of the article.
Step 6: Once you're done adding your units and moving them around, don't forget to hit the save button!
Note: Adding aliases to already existing teams via file upload is not supported.
5. Teams on the lowest level: the link between your team structure and your answers
The teams on the lowest level are what we call Units. These units are directly linked via the Team filter to the responses that come in. This team filter is the metadata key that contains the values that become your units.
To make this more clear, here is an example:
- The team filter in my touchpoint is Store
- My touchpoint is linked to the team with the name Team
- Answers started flowing in for my touchpoint. Respondents have a value on Store, for example: antwerpen, brugge, duffel, etc. These values are my units.
For every unit that already has data, you will see two numbers:
- Amount of answers: this is the sum of all answers that came in for all touchpoints linked to this team that have the corresponding value on the team filter
- Amount of transactions: this is the amount of total respondents for all touchpoints linked to this team that have the corresponding value on the team filter.
- In case only ask anywhere touchpoints, website and in-app touchpoints are linked to your team, the amount of answers and transactions will be the same.
- In case there are (also) e-mail touchpoints linked to your team, your transactions will include respondents uploaded in all e-mail touchpoints linked to the team with the corresponding value on your team filter as well.
There is a crucial role for the metadata key you set up as team filter to get the right data to the right people in your organization. Learn all about it here.
6. Moving Teams
Of course teams are usually not set in stone. Since the structure might change over time, it is possible to move around your units from one level to another.
Step 1: Select the unit(s) you want to move to another level by selecting the checkbox in front of the name.
If you want to move all units below a certain level in once, you can click select all units.
Step 2: Click the move icon at the top.
Step 3: Select in the side panel the parent level under which you want to add the selected units. Click move here.
Step 5: Don't forget to save your changes once you're done moving your units and sublevels around.
7. Deleting teams
If you accidentally added a unit or sublevel that won't be used or any of your folders end up being empty due to reorganization, you can always delete these to avoid clutter. Please not that it is not possible to delete units to which answers and / or transactions are linked.
Step 1: Select the unit(s) you want to delete. When you want to delete a sublevel, make sure to first (re)move all the units part of this folder. You can select teams by selecting the checkbox in front of the name. If you want to delete all units below a certain level in once, you can click select all units.
Step 2: Click the trash can at the top of the page. A pop-up will appear to confirm your choice.
Step 3: Don't forget to save your changes once you're done deleting all the units and sublevels you wanted to delete.
