As our customer base grows, we have been getting more demand to fine-tune how Training Register accounts are organised and structured. Hence, we created Teams—something between a division and a role. This will help group your personnel within a division, assign team managers (who can view their team), and filter the dashboard and reports.
What can you use Teams for?
We designed Teams with the following use cases in mind:
Grouping personnel within your divisions:
Create teams, departments, and sub-departments to reflect your organisational structure
Assign team managers and members
Only see the personnel you manage for enhanced privacy and relevance:
Team managers can access and edit the teams they manage
Line managers can have view-only access to their direct reports
Enhanced filtering:
Filter the training dashboard by teams
Filter reports by teams
Who can use Teams?
Who can use this feature?
🏘 Supported on all active Training Register plans*
👷♂️ Users need Personnel Editor access or above to set up and edit Teams. Account admins can give Team/Line Managers a user login.
🧑💼🧑💼Team and line managers will need to have a matching user profile with access to the correct divisions
🏘 Plans that support Teams
🏘 Plans that support Teams
Training Register customers
Teams is a feature available on all Training Register plans (Standard, Business and Enterprise).
*Some plans might restrict the number of Teams that can be created.
*Line manager access is not included in the Standard plan.
Contact support if you're unsure which one you're on!
RAMS customers
Although Teams was initially intended as a Training Register feature, it can also be enabled for RAMS customers' Personnel section (not available on individual plans).
The functionality will be the same as for the Training Register in terms of setting up, managing, and viewing Teams—just without the training part!
👷♂️ What permissions do you need to set up and manage Teams?
👷♂️ What permissions do you need to set up and manage Teams?
Personnel Viewers
Ability to view the Teams in their account, but won't be able to make any changes.
Personnel Editors
Set up Teams, and add members and managers - only in the divisions they have access to.
They cannot set up logins for Team/Line managers to access their account.
Account admins
Grant Team/Line manager user access
Set up and edit Teams across all divisions across an account
🧑💼🧑💼 What access do Team managers and Line managers get?
🧑💼🧑💼 What access do Team managers and Line managers get?
Team managers
Team managers are set up when creating or editing a Team. Once set up with the correct user access, team managers can:
View, book, upload, download training and edit personnel details
Only see the members of their Team(s)
Line managers
Line managers are assigned on individual personnel profiles. Once set up with the correct user access, line managers can:
View and download training records of the personnel they line manage
Only see the members of their Team(s)
🚨 Please note 🚨 You must set up Team/Line managers with a matching user profile in order for them to log in and access the Training Register. If you only want them to view the personnel they manage, you must not give them any user permissions, only access to the division.
Where can I use and manage Teams?
Creating teams and adding members
Creating teams and adding members
Teams are primarily managed within a new tab located in the Training (or Personnel) section of your account.
If you don’t see it, please reach out to support or your customer success manager. It needs to be enabled on your account before you can start using it.
Filtering the Personnel dashboard by teams and direct reports
Filtering the Personnel dashboard by teams and direct reports
Once set up, you will be able to filter the personnel dashboard by teams.
If you are a team/line manager, you will be able to see just your teams and direct reports.
Filter Reports by Teams
Filter Reports by Teams
Teams is now also a filter available when you do exports in the Reporting tab.
Learn more about reporting here 📖
Managing Team/Line manager access
Managing Team/Line manager access
Although Team managers are assigned to a team within the 'Teams' tab, you must first give them a user login for the same email. Otherwise, they will not be able to log in and view the records and profiles within their Teams.
Line managers assigned to personnel must also be given a user login to view the records of their reports.
You will not be able to set up a Team Manager unless their matching user profile has access to the division the team is in. They must be set up with a matching user profile first, as described in our guide below ⬇️
How do I set up Teams?
Contact your Customer Success Manager
They will enable the feature for you and discuss options for setup
Add the team name
Select which division the team belongs to
Assign members and managers to your Teams
Member: a personnel that belongs to a team
Manager: a person who can edit and view training records for the team members (note: they need user access to the division to be a manager)
Configure user settings (you might need to do this before step 3)
Team and line managers will need specific user access settings for them only to view their teams and direct reports
This needs to be set up separately in user settings by your account admin before you can assign team managers
What if I already have a division-based account setup?
For some of our existing customers, the introduction of Teams might mean you want to switch from a division-based structure to a Teams-based one. Feel free to contact your Customer Success Manager to discuss your options!
Index of all guides: Teams
For more detailed information on how each step in the setup works, please see the following guides: