On the "Users" page there are some tools that can be used to manage and group users. In this article we'll go through tools that are on "Responsibilities", "Teams" and "Groups" tabs.


Responsibilities


On the "Responsibilities" tab you can find a matrix tool that you can use to follow and define customer and project responsibilities for your employees. Responsibilities can be used for instance when allocating assignments to employees. On the matrix you can see all employees and their customer responsibilities. You can filter the matrix by teams, customers, employees, sellers and customer and project roles. You can also use the search bar to find a specific customer.



If you click the "Projects" selection, you can also see customers' projects and their responsibilities. 


Using the matrix to add or delete responsibilities is very simple. Simply find the right cell where the desired customer or project and employee intersect, and click on that cell. This will set the employee as responsible for the customer or project or remove them from being responsible. 


Clicking on the highlighted cell would set Hans Muller as responsible for the Payroll computation project for the City of Turku.


If your company is using customer and project roles, you can also view the matrix by roles if you select the "By role" field. From the "+" button you can add a new role to an employee. Read more about customer and project roles from this article: 3.6.6. Customer and project roles


 

Teams


Teams are used to group employees and they can be used for instance when filtering reports, allocating assignments and defining responsibilities. Grouping employees to teams eases the management of employees, especially if there are a lot of them. Note that one user can only belong to one team at a time.


Creating teams

Teams are created from the "+Team" button on the "Users" page. 



On the new window you can make the following definitions for the new team:

    

  • Name
  • Description: A free text field for additional information about the team.
  • Default work hours (h): With this definition you can set a default work hour target for the whole team. Work hour targets are created automatically if they had not been defined earlier. Please note that they will generate from next day 3 months in advance.
  • Foremen: You can set one or more foremen for the team.
  • Assignment Categories: This is field is used for ticketing configuration. Leave this field empty unless otherwise instructed.


Next you must choose which employees are added to the team. You can choose them one by one or choose multiple employees at a time by choosing a pre-existing group from the "Choose group" selection or by choosing teams from the "Choose all" link. Note that one user can only belong to one team at a time, so if a user already belongs to a team, they are removed from the original team if you add them to a new one.


Finally click "Save" to create the new team.



Editing and deleting teams

You can view teams on the "Teams" tab on the "Users" page. On the listing you can see all teams. Click on the team you want to edit or delete.


On the preview window you can edit the team. Remember to save if you made some changes. If you want to delete the team, click the "Delete" button on top of the window. If you delete a team, the employees who belonged to the team are moved to the "Uncategorized" state meaning that they don't belong to a team anymore.



Groups

Groups can be used to group employees more freely than teams because one user can belong to several groups but only to one team. Groups can be used for instance to filter results in reporting or when allocating assignments to employees.


Creating a group

You can create groups on the "Users" page on the "Groups" tab. Click on the "+Group" button to create a new group.



On the new window you can give the group a name and a description. You must also choose which employees are added to this group. You can choose multiple employees at a time by choosing a pre-existing group from the "Choose group" selection or by choosing teams from the "Choose all" link.


The assignment matrix selection can be used to group employees by this group in the customer matrix.



After you have done all the necessary definitions, click the "Save" button to create the new group.


Editing and deleting groups


You can edit and delete groups on the "Groups" tab. Click the group you want to edit or delete. In the preview window you can either edit the group or delete it from the "Delete" button.



Do you have some further questions? Please contact our customer service at asiakaspalvelu@kohosales.com