Learn how to create and manage Teams in SmartSuite to control access, organize work, and simplify collaboration within your organization. This guide will walk you through the steps to set up Teams and manage their members easily.
Plan Availability | All plan types |
Permissions | Administrators: Can create and manage Teams, assign owners, and oversee team lists. |
Related Reading |
What Are Teams in SmartSuite?
Teams in SmartSuite are groups of users that help manage access to workspaces, solutions, and tasks. Here’s what you need to know:
How to Create a Team
Follow these steps to create a new Team:
Step-by-Step Guide:
Log in as an Administrator: Ensure you have the Administrator role in SmartSuite.
Open User Profile Options:
Click your profile icon in the upper-right corner.
Select Workspace Administration from the menu.
Go to Manage Teams:
Click the Manage Teams tab.
Select the Add Team button.
Set Up Your Team:
Enter a unique name for the Team.
Choose a Team color for its icon.
Add members under Selected Users.
Click Create New Team.
Tip: You can also create a team directly from the Member Directory by clicking the Add Team button.
Team Settings Explained
Use the table below to understand each Team parameter:
Parameter | Description |
Team Name | A unique identifier for the Team (maximum 50 characters). |
Team Color | The color that appears on the Team icon. |
Type | Public or Private (Private options coming soon). |
Status | Active (usable) or Inactive (archived but visible in historical records). |
Owners | Members who can manage the Team’s member list. The creator is automatically added as an Owner. |
Members | Users assigned to the Team. |
Use of Public Teams
SmartSuite offers one type of Team:
Public Teams
Visible and usable across all areas, including:
Assigning permissions
Adding tasks
Using @mentions in comments or documents
How to Update Team Members
Teams grow and change over time. Here’s how to add or remove members:
Step-by-Step Guide:
Log in as an Administrator.
Open User Profile Options:
Click your profile icon.
Select Workspace Administration from the menu.
Manage Teams:
Go to the Manage Teams tab.
Click the Team name to edit it.
Update Membership:
Add or remove members from the Selected Users column.
Click Update Team.
Shortcut: You can also click the Edit link on a Team’s name in the Member Directory to access the membership interface directly.
Practical Scenarios and Use Cases
Here are three examples of how SmartSuite Teams can be valuable in real-world situations:
1. Departmental Collaboration
Scenario: The Marketing team needs access to shared workspaces for campaigns and projects.
Solution: Create a "Marketing Team" with relevant members, ensuring they can collaborate seamlessly on tasks, SmartDocs, and comments.
2. Project-Specific Access Control
Scenario: A company launches a new product and wants to restrict access to project-related data to only key team members.
Solution: Set up a private Team for the product launch, assign specific permissions, and control who can view or edit sensitive information.
3. Cross-Functional Teams
Scenario: A cross-functional team of engineers, designers, and product managers needs to collaborate on a new feature.
Solution: Create a "Feature Development Team," ensuring all roles have access to shared tasks and communication channels.
Important Notes
Keep these key points in mind when managing Teams:
Maximum Teams: You can create up to 100 Teams per workspace.
Unique Names: Each Team must have a unique name (50-character limit).
Team Icons: Icons display the Team’s color and the first character of its name.