Managing teams

A team is a group of users inside your Pilla account. Most people use teams to mirror locations, departments, or shift groups so the right people see the right work, chats, and dashboards.

What a team is

A team is just a named group of users with a shared address and timezone. Every workflow run, chat, and dashboard view in Pilla is filtered by team membership, so picking the right teams up front saves you a lot of clean-up later.

A user can sit in more than one team. People who float between locations or departments just get added to each team they belong to.

Creating a team on the web

You build teams from the Teams screen in the web app.

1. Open the Teams screen from the left sidebar.
2. Tap New team in the top right.
3. Fill in the team details (see the fields below).
4. Tap Save in the top right of the side panel.

• Team Name (text, required) -- the name your team will be known by everywhere in Pilla.
• Team Photo (image upload, optional) -- tap the camera box to the left of the name to pick a photo from your computer. Images must be under 5 MB. Helpful for letting people spot their team in lists.
• Address (address, required) -- start typing and pick a suggestion. The address sets the team's timezone automatically.

The side panel closes as soon as you tap Save. Pilla creates the team in the background, then geocodes the address to lock in the timezone. You will see a "Team Created" message when it is done.

Editing a team on the web

You can change a team's name, photo, or address at any time from the Teams screen.

1. Open the Teams screen.
2. Tap the team you want to change (or tap the three-dot menu and pick Edit team).
3. Update the name, photo, or address in the side panel.
4. Tap Save.

If you change the address, Pilla will re-check the timezone in the background. The change takes effect immediately for everyone in the team.

Deleting a team on the web

Deleting a team hides it from the workspace but keeps its history.

1. Open the Teams screen.
2. Tap the three-dot menu on the right of the team row.
3. Pick Archive team (shown in red).
4. In the popup, tap Archive to confirm. Tap Cancel to back out.

Once you confirm, the team disappears from lists and filters. Old workflow runs and messages tied to that team stay in your records.

Managing teams on the mobile app

Managers and admins can create, edit, and delete teams on mobile too. The fields and behaviour match the web app.

1. Open the side menu and tap Teams.
2. Tap New in the top right to create a team, or tap the three-dot icon on a team row to edit or delete it.
3. Fill in Team Name, Team Photo (tap the camera box to pick from your phone gallery), and Address.
4. Tap Save in the top right.

To delete a team on mobile, tap the three-dot icon on the team row, pick Delete team, then tap Delete in the confirmation popup. Staff users (role 1) do not see the Teams menu item.

Filtering the teams list on the web

When you have a lot of teams, you can narrow the list with the filters at the top of the Teams screen.

• All Users -- pick one or more people. The list shrinks to only the teams those people belong to.
• All Timezones -- pick one or more timezones. Only teams with a matching timezone are shown. The list of timezone options is built from the teams you already have.
• Search teams... -- type any part of a team name. Matches show as you type.

The filters stack. So if you pick a user and a timezone and type a name, you get teams that match all three at once.

Tips

• Use the team photo. It is the fastest way for people to spot their team in lists and filters.
• Be specific with names. "Kitchen Manchester" beats "Kitchen" if you have more than one site.
• Set the address accurately. Pilla uses it to pick the right timezone, which drives every schedule and report.
• Archive instead of recreate. Old data is hidden but kept, so you can refer back to it later.
• Add yourself to every team you want to see. Even admins only see data for teams they belong to.