Available from the Professional plan
Do you work with lots of colleagues in vPlan? Then you probably don't want to select them one by one every time. With user teams, you can group users together, such as by department, location or project group. You can then give an entire team access to a board, share a view with them or send them a notification in one go.
Managing teams
You can manage teams in the configuration: click the gear icon in the top-right corner and go to Users in the menu on the left. At the top of the page, you'll find the Teams section, followed by the list of users.
Note
Only users with the Admin role can create, edit and delete teams.
Creating a team
Open the settings by clicking the gear icon in the top-right corner.
Go to Users in the menu on the left
In the Teams section, click the plus icon
Enter a name for the team
Under Users, click Add user and select the colleagues who should be part of the team
Click Save
Tip
You can also create a team from the user list. Select the users you want to add to a team and click the green Create team button. A new team will open with those users already added.
Adding or removing users
You can do this in two places:
On the team page: Click the team name. Add users or remove them using the trash can icon. Then click Save.
On the user page: Open a user and toggle the teams they belong to on or off in the Teams section.
A user can belong to multiple teams. When inviting new users, you can add them to a team straight away.
Primary team
Each user has one primary team. The first team a user is added to automatically becomes their primary team. Use Make primary to choose a different team. The primary team does not affect a user's permissions.
Linked to
On the team page, the Linked to section shows where the team is being used: in Boards, Board views, Automations and Custom fields. This helps you see which parts of vPlan will be affected before making changes.
Using teams
Granting access to a board
If a board has restricted access, you can give an entire team access instead of selecting users one by one.
Open the settings by clicking the gear icon in the top-right corner.
Go to Boards in the menu on the left.
Open the board for which you want to manage access.
Under Access, select Restricted and click Edit permissions.
In the Teams section, toggle on the teams you want to give access to.
Choose the permission level for each team: Can manage, Can organize, Can registrate or Can comment.
Save the board.
All team members will have access to the board from that moment on. If you later add someone to the team, they will automatically get access. If you remove someone from the team, they will immediately lose that access, unless they can still access the board through another team or as an individual user.
What if someone has access in multiple ways?
A user can have access through multiple teams and as an individual user. In that case, the highest permission level always applies. To see where a user's permissions come from, hover over the user in the board settings.
Note
Teams only work for boards with restricted access. If a board is set to Everyone, everyone already has access.
Users with the Admin role always have full access to all boards.
A user with the Guest role cannot be given the Can manage permission through a team. In that case, they will receive the Can respond permission instead.
Sharing a view with a team
You can share a view with one or more teams. For more information about sharing views, see the article Personalized and shared views.
Open Manage views using the pencil icon and edit the view.
Under sharing, select Specific users and teams.
Toggle on the teams you want to share the view with and click Save.
Team members will then find the view in the View library. This also applies to colleagues who join the team later.
If the view is protected, you can also use Force to make it mandatory for a team. The view will automatically appear in the tab bar for all team members, including new members. If someone leaves the team, the forced view will disappear for that user.
Note
Sharing a view does not give users access to the board itself. Team members can only see the view if they also have access to the board.
Mentioning a team in a comment
Type @ in a comment and select a team. Teams appear at the top of the list, followed by individual users. All team members who have access to the card will receive a notification, provided they have notifications for mentions enabled. If you mention a team you belong to yourself, you won't receive a notification.
Notifying a team through an automation
When setting up an automation with the Notify action, you can select a team as the recipient in addition to individual users.
vPlan checks who belongs to the team when the automation runs. This means changes to the team take effect immediately, without having to update the automation.
Restricting a Users custom field to teams
For a custom field of the Users type, you can select teams. The field will then only allow you to select users who belong to one of those teams. If you don't select any teams, you can choose from all users.
Deleting a team
Open the team and click Delete, or select one or more teams in the list and choose Delete. Team members will immediately lose any access and views they had through that team. Before deleting a team, check the Linked to section to see where it is being used. A deleted team is moved to the Trash, where an Admin can restore it.