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Employees can see who else is in their Team and who their Manager is but they will not have access to employee details unless they have the Team Manager or HR Manager role. Team Managers can access information about the members of that team, and any Team below it in the hierarchy. They cannot setup or configure teams themselves as this is restricted to anyone with the HR Manager role.
Creating a Team
There are different ways you can create a team in Appogee HR, these are:
- Organization Dashboard
- Teams Dashboard
One of the ways you can create a team instantly within Appogee HR is by going to the Organization Dashboard.
Go to Organization then click the + icon.
A dialog box will open, enter the Team name and set a Primary Manager. In the Optional tab, you can choose whether to enable Sickness Reports & TOIL Requests.
When you are happy with the information, click Create Team.
Go to Organization > Teams > + Create Team
Editing a Team
You can edit Teams from the Organization Dashboard or the Team Dashboard.
In the Organization Dashboard, click the pencil icon next to the team you wish to edit.
In the Team Dashboard, click on the name of the team you wish to edit.
The Team edit page is split into multiple tabs. Work through the tabs consecutively or you can choose a tab to edit.
Edit the main details of the Team here:
- Name - edit the name of the Team
- Comments/Notes - optionally share notes here with other users who have access to this page
- Parent Team - this builds the org chart, if the team has no Parent Team, there is an option for (No Parent Team)
- HR Manager - The HR Manager controls Notifications & Checklists for the members of this Team
Leave Options & Approvals
This tab is split into further tabs for:
Options, Leave Requests, Sickness Reports & TOIL (or Comp Time) Allowance Claims.
Active Leave Years - configure which years members of the Team are able to submit requests for. This may be set using the System Defaults, more information can be found here: Active Leave Years.
Internal Calendar Options
Choose which day in-app calendars should start on and who has access to these calendars.
External Calendar Options
Choose the options for any external calendars, such as Google Calendar, Microsoft Outlook or iCal.
Integrated Calendar Options
If you have the integrations with Google Workplace or Office 365, you can set some additional options here.
Set up Approvals and other Request Settings on this page.
Type the name of the approver into the search box and then select their name. Click the ADD button on the right hand side to add them to the approval flow.
There are two approver roles - Primary and Alternate. They will both receive approval requests for this team, however a user with the Alternate Approver role will only receive in app notifications, not email notifications.
If you add more than 1 approver to any approval level, you can select how many are required for approval. For example, you could have 2 approvers but only need 1 of them to respond for the request to be approved, or you could ask for both approvals.
All approvers will automatically be added as Managers of the team, if you do not wish for Approvers to be Managers, you can remove them from the Manager tab.
You can add multiple up to 3 approval levels. If these are set up, the request will initially go to level 1, until it's approved by this person and then onto level 2 and so on. If the request gets rejected at level 1, it will not be seen by the level 2 individual.
Choose whether managers can make requests on behalf of the members of the team and whether the members of the team need to submit a reason with their requests.
Use this box to optionally add any other notification email address. These email addresses could be someone who doesn't have access to the system, in order to let them know if a request has been approved or cancelled.
Sickness Reports & TOIL (Comp Time) Allowance Claims
Within the Sickness Reports and TOIL Allowance Claims tabs, you have the same options as the Leave Requests tab - Approvals, Request Settings & Email Notifications. The only difference is that you can choose whether members of this team have the ability to submit these kinds of requests in addition to their Leave Requests.
Disabling these options will remove the settings below them.
All approvers will be given Team Manager role automatically, but you can remove this if you wish. You can also add other Managers who are not approvers to the Team Profile.
All managers have access to the management and reporting for teams they manage. A Team Manager may be assigned a Reader or Editor role. Managers with Editor roles can edit requests and allowances of users they manage, whereas managers with the Reader role have read-only access to the team profile.
To add a new manager, enter their email address and click Add. Select their Role from the drop down and if you want to remove a Manager, click on the Remove button.
You can view employees who belong to the team from this tab. To add users to the team, you can search them via their email address or their name and click 'Add Member'.
Deleting a Team
If you wish to delete a team, you must ensure the following:
- All members of the team have been removed, including former team members
- Removed all managers from the team
- Removed the approval flows from the Leave, Sickness & TOIL settings
- That the team is not a parent team. Please check the Org Chart to see the hierarchical structure of the team.
Once you have done this, you can click on Options > Delete Team