Managing teams
Article Content
Teams are how you organise people in Pilla. They control what each person can see -- their shifts, work, messages, and videos are all filtered by team membership.
What are teams?
A team is a group of people who work together. You might create teams for:
- Locations -- "London Office", "Manchester Warehouse", "Birmingham Store"
- Departments -- "Kitchen", "Front of House", "Housekeeping"
- Roles -- "Supervisors", "Drivers", "Support Staff"
- Projects -- "Summer Event", "New Store Opening"
Why teams matter
Teams control visibility throughout Pilla:
| Feature | How teams affect it |
|---|---|
| Shifts | Everyone only sees shifts for their teams |
| Work | Everyone only sees work assigned to their teams |
| Team chat | Every team has its own chat channel |
| Videos | Videos can be restricted to specific teams |
| Leaderboard | Teams compete against each other |
This means a kitchen team member won't see front-of-house shifts cluttering their schedule, and vice versa.
Multiple team membership
People can belong to more than one team. This is useful for:
- Floaters who work across different areas
- Supervisors who oversee multiple teams
- Part-time staff who cover different departments
When someone belongs to multiple teams, they see shifts, work, and messages for all of them.
Acting as an admin
If you are an admin for your company and you want to see all teams, you must add yourself to all teams. Regardless of any other settings, or your role in the company, everybody will only see data for their teams they are part of so make sure to add yourself to teams you want to see.
Viewing your teams
Only users with the access level of Admin (the highest) can see the below menu options.
- Tap the trophy icon which is the middle tab of the three on the right
- Tap it again when it turns to the blue menu button
- Tap Add/Edit team on Web and Teams on mobile
Each team card shows the team name, team photo (or initials), and address.
Creating a new team
- Open the Teams drawer
- Click the New button
- Fill in the form (see fields below)
- Click Save
At the top of the forms you'll see a link: "Click here to import teams" which opens the bulk import page on the web.
Team form fields
| Field | What it does | Required? |
|---|---|---|
| Team Name | Shown throughout the app wherever the team appears | Yes |
| Team Photo | Helps staff visually identify the team. On mobile, tap to pick from your gallery. On web, click to upload an image file. | No |
| Address | Physical location used for GPS clock-in. On web, an autocomplete suggests addresses as you type. | Yes |
| Use GPS for clock-in | Choose whether staff must be at the location to clock in. Toggled with No / Yes radio buttons. | No (defaults to No) |
Choosing a good team name
Pick names that are:
- Clear -- Staff should instantly know what it means
- Consistent -- Follow a pattern across your organisation
- Specific -- "Kitchen London" is better than just "Kitchen" if you have multiple locations
Editing a team
- Open the Teams menu
- Tap the three-dot menu next to the team you want to edit
- Select Edit team
- Make your changes on the Edit Team screen
- Tap Save in the header
Changes take effect immediately -- staff will see the updated name or photo right away.
Deleting a team
- Open the Teams menu
- Tap the three-dot menu next to the team
- Select Delete team
- Confirm the deletion
What happens when you delete a team
| Data type | What happens |
|---|---|
| Team name and photo | Removed from the app |
| Team members | Stay in your organisation but lose this team assignment |
| Future materialised shifts | Remain as they are |
| Recurring shift patterns | Deleted so will not recur |
| Past shifts | Kept for historical records |
| Team chat messages | No longer accessible |
This cannot be undone. If you're unsure, consider just removing all members from the team instead of deleting it.
Tips
- Use photos -- They help staff quickly identify their team in lists and filters
- Be specific with names -- "Kitchen - Manchester" beats "Kitchen" if you have multiple locations
- Review teams regularly -- Remove old teams and update names as your organisation changes
- Assign floaters to multiple teams -- They'll see all relevant shifts and work
- Test GPS clock-in -- Try clocking in yourself before rolling out to staff