Creating teams allows you to group your users together with the channels they manage. By using teams, managers can streamline their staff's workflow in the platform, ensure that their staff only see channels and information relevant to them, and report on the team’s overall performance. This article will help you create and manage your teams to best suit your organization’s structure.
All features in this article are only available to Social Media Management users with a user role of Admin or Team Leader except for the creation of new teams, which is only available to Admin users.
In this article:
- How can I use teams?
- Creating and editing teams
- Users in multiple teams
- Assigning messages, leaving notes, and submitting posts for approval
- Team performance
How can I use teams?
You can group your users or channels in as many ways as you like. There is no limit to the number of users or channels per team and each can exist in multiple teams at the same time. Depending on your organization’s structure, you may decide to separate your teams based on location, department, business unit, or permission level.
To help you decide how to structure your teams, you may want to consider the following:
- Which channels should certain users have access to (and which channels should they not)?
- Which users may need to report on certain channels?
- Which channels should belong together for filtering, reporting, creating content, and engaging?
- Which users will need to interact with each other, such as via notes, assigning, or approval?
Users will not be able to see or access channels and users outside of their team. However, Admin users will always have access to all teams and users. Please see the section below on users in multiple teams for more information.
Creating and editing teams
Please note that Admin users exist above and outside the teams structure and cannot be assigned to specific teams. Therefore, every team must have at least one non-Admin user assigned to it in order for the team to be considered valid. For example, you can share a dashboard internally by sharing it with your team, but if everyone on the team is an Admin user, the dashboard won’t share successfully because the system will not detect any users on the team. Similarly, with Engage Team Performance reports, any Admin users' performance in Engage will not be counted unless they were working in Team View at the time.
Admins can use the Team View feature available to them to switch between and manage different teams and access data/content specific to that team within Publish, Engage, and Measure. Non-Admin users can be on multiple teams, but they do not have access to the Team View feature. Please see the section below on multiple users in teams for more information.
Creating a new team
Any Social Media Management Admin user can create a new team. To get started, please follow the steps below:
- In Social Media Management's left-hand navigation sidebar, select the Manage settings (cog) icon, then select Organization admin.
- Select Teams from the left-hand Settings menu.
- Click Create Team in the top right.
- Enter a name for your team and select Save and Continue.
- Under the Users tab, select either Add Team Members on the right to add an existing user in the organization, or Create New User on the left to add a brand new user. Please see below for information on user roles.
- Under the Channels tab, select Add Channels to scroll or search for connected channels to add. If your organization has not connected a channel to Social Media Management yet, please see our article on Connecting Channels to get started.
- Apply templates, business hours, and service targets as needed.
Adding or removing users and channels from teams
At any time, you can adjust which channels and users are included in a team. To get started, navigate to the Teams menu in settings, then choose the desired team. From there, select either Users or Channels and follow the steps below:
- To add an existing user in your organization, click Add Team Member from the right.
- To add a brand new user, click Create New User.
- To remove a user, hover over the user and click Remove.
- To add an existing channel in your organization, click Add Channels from the right.
- To remove a channel, hover over the channel and click Remove.
- In order to add a brand new channel, please see our article on Connecting Channels. At step 4 of the channel connection process, you’ll be asked which team(s) the channel should be added to.
Editing user roles within teams
Every user’s permission level in Social Media Management can be adjusted individually. A user can also be assigned a different user role for each individual channel in a team. This means that a user can be included in the team but may have different access to each channel within that team. For example, a user may have an Editor role on one channel and be able to publish content without approval, but also have a Content Creator role on another channel where they are required to get approval before publishing content.
Please refer to our User Roles article for detailed descriptions on the different user roles. To adjust a user’s role in the team, please follow the steps below:
- From Social Media Management's left-hand navigation sidebar, select the Manage settings (cog) icon, then select Organization admin.
- In the left-hand Settings menu, select Users.
- Select the user, then select the Teams tab.
- Next to the team, select Edit Channel Roles.
- Use the dropdown for each channel to adjust the user's role on each channel they have access to.
To make the user a Team Leader, select the Team Leader checkbox beside the applicable team.
If you’d like to make a user an Admin for the entire organization, select the user followed by the General tab. Next, select the Administrator checkbox.
If you make a user an Admin, they will automatically have access to all teams within the organization.
Templates, business hours, and service targets
You can choose to add templates, business hours, or service targets to your teams. These can be adjusted at any time by clicking on the team in settings.
- Response templates can be created and edited here for your team’s use in Engage. Please check out our article on Templates in Engage for more information.
- Business hours
- In Measure, it’s possible to report on your Team’s performance in Engage by creating a Team Performance report. By setting your team’s business hours and any exceptions, you can accurately report on the team’s actions during productive hours, as opposed to the entire day. For more information on business hours and how to set them up, please visit our dedicated article on Setting Business Hours.
- Service targets
- Setting your team’s Service Target will allow you to establish your team’s service level agreement (SLA) when it comes to response time. Similar to business hours, this is for the benefit of Team Performance reports. You will be able to see which percentage of your team’s actions were within your Service Target. For more information, visit our article on Service Targets.
Users in multiple teams
Each user in a team can only see and access information in Social Media Management which pertains to their team such as posts, reports, and conversations. However, a user can be part of multiple teams at the same time. If so, they will have the ability to see information for any team they’re a part of. In Publish, each user can choose the Filter option from the top left to filter their view by specific teams.
While Admin users will have access to all teams by default, they can opt to temporarily utilize Team View mode. This option will condense the platform to only display information relating to that chosen Team.
To switch to a team view, click on the Switch organization or team icon in the lower-left corner of the platform, then select your desired team. Please visit our article on Team View to learn more.
Assigning messages, leaving notes, and submitting posts for approval
When assigning messages in Engage, users can choose from any Admin, entire teams, or any other user from their team who also has access to the channel.
Users can also leave Notes in Publish when creating content. They can choose from any Admin or a member of any of their teams who also has access to the same channel.
When a user sends a post for approval, they can choose any Admin user or users from their teams which have the permission to publish to the channel (this excludes Moderators and Content Creators). Lastly, users can choose "Anyone," which will notify every user with permission to publish on the channel.
Once you have set up your team, it’s possible to report on the performance of the team in Engage by creating a Team Performance report. You can find information on how to set up the reports, what's included, and metric definitions by visiting our article on Team Performance Reports.
- Does each team need a Team Leader?
- No, there are no requirements on the amount of user roles per team. A team can have multiple Team Leaders or no Team Leader at all.
- Who can users mention in notes?
- You can mention anyone in your team as well as Admin in the platform. Admin users can mention all users in the organization.
- Will users be able to see any information relating to other teams?
- Only information pertaining to your team will be visible in the platform, except for Audience data. Users with access to the Audience tab will be able to see Audience data for the entire organization.
- I removed a user from a team. Will their scheduled posts still get published?
- Yes, even if a user is removed from a team, their scheduled posts will continue to be published. In addition, the user may also continue to receive emails about any scheduled posts that fail to publish.