Creating and Managing Teams in Hubstaff Tasks

Hubstaff allows you to create Teams within your Tasks organization. This enables you to automatically import team roles to new projects, rather than repeating the process of assigning them every time.

What can I use Teams for?

Every time you create a new project and assign it to a Team, all members of that Team as well as their assigned roles will be automatically imported to the new project.

This saves you the tedious task of manually adding in team members and their roles from scratch every time.

Please note, it is also possible to change member roles at a project level as well. The role assigned on the project level role will override the user’s Team role.

For example, the user Hubstaff Test Account is assigned as a Viewer in the team “New Team”.

When a project is assigned to New Team, when accessing the project level member list, by default Hubstaff Test Account will be assigned as a Viewer. You can see this outlined in red as “Viewer via New Team” from the drop down menu. The role can be overridden by selecting another role from the drop down menu, such as Collaborator.

Administrative permissions of each role explained

Who can create and manage Teams within Tasks?

Organization Owners and Managers can create and manage Teams.

However, Organization Members do not have access to view or create Teams.

What administrative permissions are given for each role?

Project Viewer

As the name suggests, Project Viewers are only able to view the data within a Project. This includes all tasks, lists, comments and attachments within the project/s they are assigned to. Viewers are also able to access Sprints schedules assigned to a project, if applicable.

Viewers are not able to make any changes to projects they are assigned to.

Project Manager

Project Managers are able to:

  • Create new tasks
  • Create and edit lists
  • View Sprints schedules assigned to projects, but are unable to edit sprint settings
  • Change member roles at the project level
  • Add new members to the project, but not invite new members in to the organization
  • Can assign members of the project to a task as an assignee or follower
  • Can add labels, due dates, estimated completion times, checklists and add attachments
  • Can add comments, work logs and add a description to tasks
  • Can move tasks between lists

Project Collaborator

  • Can create new tasks
  • Can move tasks between lists
  • Can add labels, due dates, estimated completion times, checklists and add attachments
  • Can add comments, work logs and add a description to tasks
  • Can view Sprints but cannot edit sprint settings
  • Can assign members of the project to a task as an assignee or follower

Team Lead

Currently, the Team Lead role is a title only. It does not give the user any additional administrative privileges other than the role they are assigned to within the Team.

How to create a new Team

Step 1

From your Tasks Dashboard, select Settings adjacent to the relevant organization.

Step 2

Select Teams from the Settings menu.

Step 3

Click Add team to create a new team.

Step 4

Enter the Name of the team in the NAME field. Click Save to finalize your new team.

Step 5

The next step is to add members to the team. Click on the name of the team to begin this process.

Step 6

Click Add member to select which members of your organization you wish to add to the team.

Step 7

A pop up window will appear. Select which team member you wish to add to the team from the top drop down menu. Select the role you wish to assign to them from the bottom drop down menu.

You can choose from the following options:

  • Viewer – Can view the project
  • Manager – Can manage the project
  • Collaborator – Can work on the project

To learn more about what each role entails please see the Roles & Permissions section above.

Click Save to add the member to the team.

Step 8

There is also the option to give certain members of your team Team lead status. Simply select the toggle against the relevant team member to activate the Team lead status for them.

At the moment, the Team lead is a label only and does not give the user any additional privileges.

Step 9

The last step is to add projects to the Team. Click on the Projects navigation tab, then select Add project.

Step 10

A pop-up window will appear. Select the relevant project from the PROJECT drop-down menu. Click Save to add that project to the Team.

Step 11

The project will then appear as added under the Projects section as shown below.

Please note: If you create your project and assign project level roles to your users before first creating the Team, then your project level roles will override the Team level roles.

In the example below, the user Hubstaff Test Account is set as a Collaborator at the Project level, and as a Viewer at the Team level. Thus, the Team role will need to be manually selected by clicking on Viewer via New Team.

For this reason it is best to create the Team first, and add the project second. Then, when you assign the project to the Team their roles will be automatically imported.

How to edit the members of a pre-existing Team

Step 1

From your Tasks Dashboard, select Settings adjacent to the relevant organization.

Step 2

Select Teams from the Settings menu.

Step 3

Click on the name of the team whose members you wish to edit.

Step 4

To edit a team member’s role: Simply click on the drop down menu under the Project role column (1). Select their new role from the drop down menu that appears (2).

To remove a member from the Team: Please click on the Remove button (4) against their name.

To add a new member to the team: Simply click the Add member button (5).

To give the member Team lead role status: Simply click the toggle under the Team lead column. To remove the Team lead status, deselect the toggle (3).

How to add or remove projects from a pre-existing Team

Step 1

From your Tasks Dashboard, select Settings adjacent to the relevant organization.

Step 2

Select Teams from the Settings menu.

Step 3

Click on the name of the team whose members you wish to edit.

Step 4

Click on Projects from the navigation tab.

Step 5

If you wish to remove a project, simply click the Remove (1) button.

If you wish to add a new project, simply click the Add project (2) button.

How to give certain members the Team lead status

Step 1

From your Tasks Dashboard, select Settings adjacent to the relevant organization.

Step 2

Select Teams from the Settings menu.

Step 3

Click on the name of the team whose members you wish to edit.

Step 4

Currently, the Team Lead role is a title only. It does not give the user any additional administrative privileges other than the role they are assigned to within the Team.

Simply click the toggle under the Team lead column. To remove the Team lead status, deselect the toggle.

  • Was this Helpful ?
  • Yes   No
  • Was this Helpful ?
  • Yes   No