Users must be assigned to at least one team when the Teams feature is active. Here's how to manage user team assignments strategically.
Before Assignment Changes:
- Users with "All Teams" access see everything (current behavior)
- No data restrictions are in effect
- System operates as it did before Teams was enabled
After Assignment Changes:
- Users see only data from their assigned teams
- Historical data access may be affected
- Mobile app automatically syncs only relevant team data
Assigning Teams to Individual Users
Go to Users in your web app
Click on the user you want to assign
Find the Teams section in their profile. Select one or more teams from the dropdown.
Select whether the user should have access to historical activities submitted before the Teams feature was turned on. Users assigned to all teams automatically have access to historical activities.
Click Save changes.
Bulk Assignment Options
Please note that Team names have to be set up first for the bulk assignment to work. Go to Settings > Teams > + New team to create teams that you can then assign via user import and the API
Via User Import:
- Download your user list
- In the Teams column, list team names separated by pipe “|” for multi-team users; for users with access to all Teams, list ‘All’
- Re-upload the file
- System automatically processes all assignments
Via API:
- Use the User API endpoint with team assignments
- Include team assignments in your API calls
- Perfect for automated user management and integrations
Team Assignment Rules
Single Team Assignment:
- User sees only their team's data
- Most restrictive option
- Recommended for competing brands
Multiple Team Assignment:
- User sees data from all assigned teams
- Good for managers overseeing multiple teams
- Can create content for any assigned team
All Teams Assignment:
- User sees everything (like a super admin)
- Use sparingly for account administrators
- Bypasses all team restrictions
Important Considerations
When a User Changes Teams:
- They lose access to all previous team data
- Activities they submitted for old teams become invisible to them
- This affects their historical data access
History Access Setting:
- Special permission for users who need to see pre-Teams data
- Allows access to activities submitted before Teams was enabled
- Useful for managers transitioning to Teams
User Filtering
Once teams are set up, you can:
- Filter the user list by specific teams
- See which team each user belongs to at a glance
- Identify users assigned to multiple teams