Team Administration

Teams help you organize participants into groups that persist across sessions. Unlike breakout rooms (temporary), teams are permanent organizational units within your space.

Before managing teams: Ensure you have facilitator or admin access to the space.

Teams vs. Breakout Rooms

Understanding the difference:

Use Teams when: Groups need to work together across multiple sessions. Use Breakout Rooms when: You need temporary small groups for a single activity.

Creating Teams

How to Create a Team

1. Open Space Settings (gear icon)
2. Navigate to Teams or Team Management
3. Click Create Team or + New Team
4. Enter team details:
   • Name - Clear, recognizable (e.g., "Alpha Team", "Marketing")
   • Color - For visual identification on canvas
   • Description (optional) - What this team is for

Team Naming Best Practices

Good names:

• Project names: "Q1 Launch Team", "Product Redesign"
• Cohort identifiers: "Cohort 5", "March 2024"
• Functional groups: "Facilitators", "Observers", "Participants"
• Creative names: "Innovators", "Dream Team" (if culture fits)

Avoid:

• Generic numbers: "Team 1", "Team 2" (hard to remember)
• Inside jokes newcomers won't understand
• Names that might become outdated

Adding Members to Teams

Manual Assignment

1. Go to Teams in Space Settings
2. Select the team you want to modify
3. Click Add Members or Manage Members
4. Search for participants by name or email
5. Select members to add
6. Confirm changes

Bulk Assignment

For larger groups:

1. Export participant list (if available)
2. Organize assignments in spreadsheet
3. Use bulk import feature (if available)
4. Or assign during registration/enrollment

Self-Assignment

Some spaces allow participants to choose their own team:

1. Enable Self-Assignment in team settings
2. Set team capacity limits (optional)
3. Participants see team options when they join
4. They select their team from available options

Managing Team Members

Viewing Team Membership

1. Open Teams in Space Settings
2. Click on a team name
3. See current member list with:
   • Member names
   • Join date
   • Role within team (if applicable)

Moving Members Between Teams

1. Select the member you want to move
2. Click Move to Team or drag to different team
3. Select destination team
4. Confirm the change

Note: Moving members may affect their canvas position if teams have designated zones.

Removing Members from Teams

1. Select the member
2. Click Remove from Team
3. Confirm removal

The participant remains in the space but is no longer on any team.

Team Roles

Standard Team Roles

Assigning Team Roles

1. Go to team member list
2. Click on a member's role
3. Select new role from dropdown
4. Changes apply immediately

When to Use Team Leads

Appoint team leads when:

• Teams are large (10+ members)
• You want distributed facilitation
• Teams need to self-manage during sessions
• Running train-the-trainer programs

Team Areas on Canvas

Creating Team Zones

1. Design distinct areas on your canvas for each team
2. Use team colors for visual consistency
3. Label areas clearly with team names
4. Consider proximity to shared resources

Example Canvas Layout

┌─────────────────────────────────────────┐
│                MAIN STAGE               │
│           (Facilitator area)            │
├─────────┬─────────┬─────────┬──────────┤
│         │         │         │          │
│ TEAM A  │ TEAM B  │ TEAM C  │ TEAM D   │
│  (Red)  │ (Blue)  │ (Green) │ (Yellow) │
│         │         │         │          │
├─────────┴─────────┴─────────┴──────────┤
│              SHARED SPACE               │
│         (Gallery, Resources)            │
└─────────────────────────────────────────┘

Auto-Positioning

Some spaces support automatic positioning:

• Team members automatically placed in their zone on join
• Canvas zooms to team area
• Clear visual belonging

Team Permissions

What Teams Can Control

Setting Team Permissions

1. Go to team settings
2. Select Permissions tab
3. Configure each permission type
4. Save changes

Permission Strategies

Competitive activities:

• Teams can only edit their own zone
• Hidden zones until reveal
• Separate audio channels

Collaborative activities:

• All teams can see all zones
• Shared audio
• Cross-team editing allowed

Teams in Sessions

Starting a Team-Based Session

1. Before participants arrive:

   • Verify all team assignments
   • Set up team zones on canvas
   • Configure team permissions

2. As participants join:

   • They're automatically associated with their team
   • Canvas may auto-navigate to team zone
   • Team chat channels become available

3. During the session:

   • Use team mode for focused work
   • Switch to all-hands for presentations
   • Reference teams by name for clarity

Team Activities

Parallel work:

"Each team, head to your zone and brainstorm for 10 minutes."

Gallery walks:

"Visit each team's zone to see what they created."

Competition:

"Teams will present their solutions. We'll vote on the winner."

Cross-pollination:

"Find someone from a different team and share your key insight."

Reporting & Analytics

Team-Level Insights

Track team engagement:

• Participation rates by team
• Content creation by team
• Time in team zones
• Cross-team interaction

Exporting Team Data

1. Go to Space Settings > Teams
2. Click Export or Download
3. Choose format (CSV, Excel)
4. Data includes membership and activity

Common Team Scenarios

Scenario 1: Recurring Workshop Series

Setup:

• Create teams at program start
• Same teams persist across all sessions
• Teams build on previous work each session

Scenario 2: Department Training

Setup:

• One team per department
• Department leads as team admins
• Shared content, separate practice areas

Scenario 3: Cohort-Based Learning

Setup:

• Cohort = Team
• New cohort = New team
• Archive old teams when cohort graduates

Troubleshooting

"Participant isn't on their team"

1. Check if they were assigned before joining
2. Manually add them to the correct team
3. Ask them to refresh their browser

"Team zone not working"

1. Verify zone is linked to team
2. Check team permissions
3. Ensure participant is in the correct team

"Can't create more teams"

1. Check space limits
2. Archive unused teams
3. Contact support if limit seems wrong

Related Guides

• Using Breakout Rooms - Temporary grouping
• Sharing & Permissions - Access control
• Creating a Space - Initial setup
• System Check - Verify your setup