Team Management

Overview

Teams organize users into groups for collaboration, project management, and access control. Teams can have multiple members, own projects, and manage billing through invoices.

Key Features:

• Group users for collaboration
• Manage team projects
• Track billing and invoices
• Control visibility (public, open, private)
• Assign team owners

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Viewing Teams

Navigate to Resources → Teams to view all teams.

Teams listing page with analytics

Dashboard Widget:

New Teams (30 Days)

• Shows number of newly created teams
• Displays percentage change from previous period
• Example: 1 new team, 80% decrease

Table Columns:

Column	Description	Example
NAME	Team name	Jay Test, Demo, Colabmacs Documentation
TAGS	Associated tags	— (none)
STATE	Team status	ACTIVE
VISIBILITY	Access level	PUBLIC, OPEN, PRIVATE
OWNER	Team owner	Jay Test, Michael Hume, Leon
DEFAULT PROJECT	Auto-assigned project	— (none)
MEMBERS	Number of members	— (none shown)

Visibility Types:

Type	Description
PUBLIC	Visible to all users, join by request
OPEN	Visible to all users, anyone can join
PRIVATE	Only visible to members

Actions:

• 👁 View team details
• ✏ Edit team
• 🗑 Delete team

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Creating a Team

Navigate to Resources → Teams and click Create Team.

Required Fields

Name (Required)

• Enter descriptive team name
• Examples: Engineering Team, Research Lab, Marketing Department

State (Required)

• Select: Active or Inactive
• Default: Active

Visibility (Required)

• Select visibility level:
  • public - Visible to all, join by request
  • open - Visible to all, anyone can join
  • private - Only visible to members

Owner (Required)

• Select team owner from user list
• Owner has full team management permissions
• Auto-populated with current user

Optional Fields

Tags

• Add tags for organization
• Search existing or create new tags

Settings

• Click Add row to add custom settings
• Define team-specific parameters

Description

• Detailed team information
• Supports rich text formatting (Bold, Italic, Links, Images)
• Use Write/Preview tabs

Default Project

• Select default project for team
• New team members automatically added to this project
• Helper text: "When set, new users joining this team will automatically be added to this project"

Save Options

• Create Team - Save and return to list
• Create & Add Another - Save and create another team
• Cancel - Discard changes

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Team Details

Click on a team name to view complete details.

Team details page showing overview and tabs

Overview Tab

Details Section:

Field	Description
ID	Unique team identifier (UUID)
Name	Team name
Slug	URL-friendly identifier
Tags	Associated tags
State	Current status (ACTIVE/INACTIVE)
Visibility	Access level (PUBLIC/OPEN/PRIVATE)
Settings	Custom team settings
Description	Click "Show Content" to view
Owner	Team owner name (linked)
Default Project	Auto-assigned project

Additional Tabs:

• Addresses - Team location information
• Comments - Team discussion and notes

Team Section

Projects Tab:

• View all team projects
• Search projects
• Create new projects with Create Project button
• Table shows: NAME, TAGS, STATE, PROJECT TYPE, VISIBILITY

Members Tab:

• View team members
• Add/remove members
• Manage member roles

Billing Section

Invoices Tab:

• View team invoices
• Search invoices
• Create new invoices with Create Invoice button
• Empty state: "No Invoice matched the given criteria"

Invoice Rules Tab:

• Configure billing rules for the team

Requests Section

Search and filter team-related requests

• Empty state: "No Request matched the given criteria"

Action Events:

• Audit log of team activities
• Track creation, updates, and changes
• Empty state: "No Action Event matched the given criteria"

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Managing Teams

Editing Teams

1. Navigate to Resources → Teams
2. Click pencil icon or team name
3. Modify fields as needed
4. Click Update Team

Deleting Teams

1. Select team checkbox
2. Click trash icon
3. Confirm deletion

⚠️ Warning: Deleting a team removes all associated data. Members will lose team access.

Team Visibility Changes

Changing visibility affects access:

PUBLIC → PRIVATE
- Team becomes hidden from non-members
- Existing members retain access

OPEN → PUBLIC
- Joining now requires approval
- Existing members unaffected

PRIVATE → OPEN
- Team becomes visible to all
- Anyone can join without approval

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Common Use Cases

1. Department Team

Name: Engineering Department
Visibility: Public
Owner: Department Head
Default Project: Engineering Projects

Members: All engineers
Projects: Multiple engineering initiatives
Billing: Departmental budget tracking

2. Research Lab

Name: Materials Science Lab
Visibility: Private
Owner: Principal Investigator
Default Project: Lab Research

Members: Lab members only
Projects: Research studies
Billing: Grant-funded invoices

3. Student Project Team

Name: Senior Capstone Group 5
Visibility: Open
Owner: Team Lead
Default Project: Capstone Project

Members: Student team members
Projects: Single capstone project
Billing: Not applicable

4. Cross-Functional Team

Name: Product Launch Team
Visibility: Public
Owner: Project Manager
Default Project: Product Launch 2025

Members: Marketing, engineering, sales
Projects: Launch initiatives
Billing: Shared budget

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User Management

Overview

Users are individuals with access to your facility and system. Each user has a profile, roles, team memberships, and activity tracking.

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Viewing Users

Navigate to People → Users.

Table Columns:

Column	Description
NAME	User's full name
LAST ACTIVE	Last login time
CURRENT TEAM	Active team
CURRENT PROJECT	Active project
STATE	ACTIVE/INACTIVE
EMAIL	Email address
VISIBILITY	PUBLIC/PRIVATE

Actions: ... (options) | 👁 View | ✏ Edit | 📋 Copy | 🗑 Delete

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User Details

Click on a user to view their profile.

Details Tab

Key Fields:

• ID, Name, Email
• Current Team/Project
• State, Visibility, Timezone
• Last Active, Created/Updated dates

Roles Tab

• View assigned roles
• Click Attach Role to add roles
• Actions: View | Edit | Detach

Other Tabs

Additional Details - Custom fields Addresses - Contact information Comments - User notes

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User Sections

Teams

• Owner - Teams user owns
• Member Of - Team memberships
• Resource Teams - Resource-specific teams

Projects

• View all user projects
• Click Attach Project to add
• Shows name, state, type, visibility

Requests

• User's submitted requests
• Training records
• Click Create Request

Usage

• Resource Usage - Resource utilization
• Material Usage - Materials consumed
• Charges - Billing charges

Events

• Owned - Events created by user
• Attending - Events user is attending

Action Events

• Audit trail of user activities

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Managing Users

Edit User

1. Click ✏ Edit icon
2. Modify fields
3. Save changes

User States

• ACTIVE - Can access system
• INACTIVE - Access disabled

Visibility

• PUBLIC - Profile visible to all
• PRIVATE - Profile hidden

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Roles & Permissions

Assign roles to control user permissions:

Common Roles:

• user - Basic access
• admin - Full access
• manager - Management capabilities
• trainer - Training management

Attach Roles:

1. Go to Roles tab
2. Click Attach Role
3. Select role(s)
4. Save

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Teams & Projects

Assign to Team

1. Go to Teams section
2. Add user to team
3. User gets team permissions

Assign to Project

1. Go to Projects section
2. Click Attach Project
3. Select project(s)
4. Save

Current Team/Project:

• Determines default assignments
• Controls access to resources

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Activity Tracking

Last Active - When user last logged in Usage Records - Resource utilization history Training Records - Completion status Requests - Submitted requests

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Common Tasks

Onboard New User

1. Assign roles
2. Add to teams
3. Assign trainings
4. Grant resource access

Offboard User

1. Set state to INACTIVE
2. Remove from teams
3. Revoke access
4. Archive activities

Review Activity

1. Check Last Active
2. Review Usage records
3. Check Training compliance
4. Review Requests

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