Team-Admin
Teamadmins are Helpers who can take on and assign Tasks for an entire team. They can also manage their team themselves.
Teamadmins?
The Teamadmin feature was developed to reduce the workload of organisation administrators. If external Groups, clubs or organisations provide Helpers, responsibility for their Tasks can be delegated to Teamadmins. They can take on several Tasks at once and assign Helpers afterwards.
Activation
As an Expert feature, Teamadmin mode must first be enabled. You can do this under "Organisation" - "Events & Tasks". Select "Teamadmins through administration". Directly below, you can define whether Teamadmins can give up their Tasks and, if so, for how long.
Appointing Teamadmins
Teamadmins are always appointed by administrators. Go to the Helpers overview and find the person you want. On the right, you will find a three-dot menu where you can edit the Helper status. Select "Teamadmin" and save.
Reminder emails for team members
Team Helpers do NOT receive an automatic confirmation email when they are assigned. However, you can choose whether they receive the reminder email. This must be enabled under "Organisation" - "Helper communication".
Teamadmin options (Helper section)
Teamadmins have different options in the Helper section than regular Helpers. Normally, open Tasks show the number of people required. For Teamadmins, this is replaced by an input field pre-filled with the number of people required for each Job. They can then specify how many Tasks for that Job they want to take on. This means Teamadmins can take on several Tasks at once for each Shift/Event.
The Tasks taken on are shown in the navigation on the left under "Team Tasks". From here, individual Tasks can be assigned to Team Helpers. Click the "Assign Team Helper" button to open a dropdown containing the available people. For each person, you can also see whether they already have another Task at the same time, helping you avoid "double bookings".
Before Team Helpers can be assigned to Tasks, they must first be added under "My team". There are two options:
- add them manually
- import them using the import template
Newly added Team Helpers are automatically added to the team. Those who are already registered as Helpers with your organisation receive an email asking them to confirm their assignment to the team.
Tasks that have been taken on and assigned by the Teamadmin are ALWAYS credited to the Teamadmin, regardless of which Helper is assigned. This ensures that all hours are allocated correctly for reporting and accounting purposes.
Team Helpers
Once Team Helpers have been added by the Teamadmin, they also appear in the Helpers overview in the administration area. They can also log in as "regular" Helpers and take on Tasks independently. Tasks they take on themselves are credited directly to them. They therefore only act as Team Helpers when they are assigned by the Teamadmin. Accordingly, Helpers who had to confirm their team assignment by email can still take on Tasks for themselves independently as before.
Administration options
As administrators, you can also assign Teamadmins manually. In the Task editing window, select "Add Teamadmin". You can then select the Teamadmin to whom you want to assign the Task from the dropdown. You can also directly assign one of the team members added by the Teamadmin. When assigning manually, administrators can choose whether the Teamadmin should be notified of the assignment, just as with "regular" Helpers.
Removing Teamadmin status
If you want to change a Teamadmin back to a regular Helper, follow the same process as when appointing a Teamadmin. If the Teamadmin still has booked Tasks, you can choose whether to release them or transfer them directly to the assigned Helpers.
Identifying Teamadmins
Teamadmins are identified by an icon in the Helpers overview. This icon is also shown for Tasks taken on by the Teamadmin, making it immediately clear that the Task was taken on by a Teamadmin.
