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Creating and Managing Teams
Creating and Managing Teams

How to create teams in SmartSuite and manage them

Peter Novosel avatar
Written by Peter Novosel
Updated over a week ago

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:

  1. Log in as an Administrator: Ensure you have the Administrator role in SmartSuite.

  2. Open User Profile Options:

    • Click your profile icon in the upper-right corner.

    • Select Workspace Administration from the menu.

  3. Go to Manage Teams:

    • Click the Manage Teams tab.

    • Select the Add Team button.

  4. 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:

  1. Log in as an Administrator.

  2. Open User Profile Options:

    • Click your profile icon.

    • Select Workspace Administration from the menu.

  3. Manage Teams:

    • Go to the Manage Teams tab.

    • Click the Team name to edit it.

  4. 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.

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