How to Assign Users to Teams

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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

  1. Go to Users in your web app

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  2. Click on the user you want to assign

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  3. Find the Teams section in their profile. Select one or more teams from the dropdown.

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  4. 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. 

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  5. Click Save changes.

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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

 


 

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