Create and manage Teams in SmartSuite to quickly and easily control access to Solutions and their content. Add new users to Teams to get them up and running, and remove people from Teams when their responsibilities change within your organization.
While Teams are visible to all users of SmartSuite, only Members with the Administrator role can create them. An Admin can manage any Team and assign other users as Team Owners.
A Team Owner can manage membership in that specific team, but Admins have responsibility for maintaining the list.
Create a new Team
Admins can easily create new Teams for their organization. Just follow these simple steps:
Log in as a Member (with the Administrator role).
Click on your user profile icon in the upper-right hand corner of the SmartSuite interface to open your user profile options.
Click Workspace Administration in the menu.
Select the Manage Teams tab.
Click the Add Team button.
Give the Team a unique name.
Add anyone that should be on the team to Selected Users.
Click Create New Team.
Note: Administrators also see a button labeled Add Team at the bottom of their Member Directory - clicking it opens the Add Team dialog directly.
The Manage Teams page is shown below, with an arrow indicating the location of the Add Team button...
The Add Team dialog allows you to specify the Team name, type, status, and members. See the screenshot below...
Team parameters explained
Team Name - The unique name of the Team.
Team Color - The color of the Team's icon.
Type - This value specifies whether the Team is Public or Private (see below for more details). *COMING SOON*
Status - Teams are either Active (available for use/selection) or Inactive (not selectable or available for @mention, but shown in historical records, activity history, etc.).
Owners - The Members that are allowed to manage the Team's Member list. Note that the Team's creator is automatically added to this list.
Members - The list of Members associated with the Team.
Public and Private Teams
Two types of Teams are available in SmartSuite, public and private.
Public
These Teams are available for use and display in all parts of the product, including:
Permissions Assignment
Assign Tasks
@mentions in comments, tasks, SmartDocs, and more!
Private
These Teams are only available for selection in the assignment of access rights at the Solution or App level. Note 📝 : Only the "Everyone" Team is private right now, we're working hard to allow you to configure Private Teams soon!
Changing a Team's members
As your organization grows and evolves, you will likely need to add or remove individuals from a Team. SmartSuite makes it a snap. Just follow these steps:
Log in as a Member (with the Administrator role).
Click on your user profile icon in the upper-right hand corner of the SmartSuite interface to open your user profile options.
Click Workspace Administration in the menu.
Select the Manage Teams tab.
Click the Team name.
Add or remove people from the Selected Users column.
Click Update Team.
You can also click the Edit link on a Team's name when you display the Team from the Member Directory, and you'll have the same interface for adding or removing users. Simple and easy!
Other things to know about creating Teams
There are a few things to keep in mind when you are creating Teams:
You can have a maximum of 100 Teams in a single SmartSuite workspace.
Teams must have unique names.
Team names can be a maximum of 50 characters.
Team icons are displayed in the Team color, with the first character of the team name shown in the center.