Please note that you must be a HR manager or an Administrator to make these changes


A Team is a collection of Employees. Each Team must have 1 Primary Manager, and can also have Secondary Managers.  In most cases a Team will have a Parent Team used to form an organizational hierarchy.


Employees can see who else is in their Team, and who their Manager is but they will not have access to employee details unless they have the Manager role for that Team or they have the HR Manager role.


Team Managers can access information about the members of that team, and any Team below it in the hierarchy.  They cannot setup or configure teams themselves as this is restricted to anyone with the HR Manager role.  


For further information regarding Virtual Teams, please see here.


Contents


Creating a Team


There are different ways you can create a team in Appogee HR, these are:

  • Organization Dashboard
  • Teams Dashboard
  • CSV import


Organization Dashboard

One of the ways you can create a team instantly within Appogee HR, is by going to the Organization Dashboard, you will need to click on Organization > Organization and then select the '+' next to the Team heading, as shown as the screenshot below:




When you click on the '+' button, you will see a pop-up where you will be required to set a Team name and add any comments about the team. As shown in the screenshot below:




Team Dashboard


Teams can also be created individually by using the Create Team button, under Organization > Teams




CSV import

Additional Teams can be created when users are imported in batch mode by importing a CSV file of users which have Team names specified, please note Teams which do not already exist will be created.  


The CSV upload process is not only for initial setup but also for batch updates to details, including moving Employees between Teams.  If you do this, take care when selecting the import option check boxes, to ensure you do not end up with duplicated data. For further information about importing using a CSV, please see here.



Editing a Team


Contents:

  1. Calendar Config
  2. Approval flow
  3. Team Managers
  4. Members
  5. Integration Settings


When creating a new Team or updating the content of an existing Team, a tabbed interface will open providing access to 7 sets of information. The first tab is the Main Details page, this allows a Team name to be updated, and this change will be shown on each Employee profile that is a member of that Team. The Parent Team setting controls the display of the organization structure in the Org Chart view.  The HR Manager setting for the Team profile controls notifications in Checklists and Actions where the HR role is referenced concerning a Team member.



  • Sickness Enabled? - This allows members of team to submit sickness reports
  • Toil Enabled? - This setting allows members of the team to submit TOIL requests
  • Active Leave Years - Select which leave years members of this team have access to make requests in. Note that this refers to the start year.For example, to enable a leave year that spans April 2015 - March 2016, check the 2015 box.


Calendar Config

The Calendar configuration page allows you to configure the in-app calendar and gives you access to change the calendar start date and who has access to the Team Calendars.





Leave Settings

  • Who can request? Here you can choose whether you allow the Employee only to make Leave Requests or if you would like the Employee and their Manager to make Requests.
  • Require Reason? - Check the box to make the Reason field mandatory when employees submit a Leave Request.
  • Prevent Self Approval? - If a member of this team is also an approver of this team, this setting applies. If you want to prevent such members from approving their own Leave Requests, check the box. You will need to have at least 2 approvers defined for this team so that the other approver can approve such a user's Leave Requests. They will also not receive email notifications to approve their own requests. 
  • Email Notifications - Enter comma-separated list of email addresses of users to be notified when a Leave Request is submitted. This can be any email address including email distribution lists. 

  • Leave Approval Flow - Here you define the who and how of approvals for this team. You can define who approves requests for this team, if the approvals should be handled in levels and the Role of the approver. If you want to copy an Approval Flow from Sickness or TOIL settings, use the "Copy from Sick TOIL" section.
    • You can have up to 3 approval levels. Having more than one approval level means that if a request is approved on Level 1, then it is passed to Level 2 approvers for approval and so forth with Level 3. If a request is cancelled or rejected at any lower level, it will not be passed on to a higher level and notification will not be given to higher level approvers. Each level consists of 1 or more approvers. 




There are 2 approver Roles:

  1. Primary:  Primary approvers receive email notifications of team member Leave Requests, 
  2. Alternate: Alternate approvers do not receive email notifications, pending approvals for alternative approvers will be hidden by default in the app but a checkbox labelled Show Alternative Approvals  to view them will be provided. Alternative approvers may be useful if a Primary approver is not available.


To add an approver, type their email address into the textbox, then select a role and click the Add button. All approvers will be automatically added as managers on the Managers tab. This gives them access to the Management view which includes details about the team members allowance and request data.


Sickness Settings

The Sickness Settings tab is very similar to the Leave Settings tab except for the Create Scope option. 



  • Who can Request?- Select whether team members can create sickness reports for others. Please note that all managers of a team have the ability to create sickness reports for members of teams they manage. 
  • Require Reason? - Check the box to make the Reason field mandatory when employees submit a Sickness Report.
  • Prevent Self Approval? - If a member of this team is also an approver of this team, this setting applies. If you want to prevent such members from approving their own Sickness Report, check the box. This will mean you will need to have at least 2 approvers defined for this team so that the other approver can approve such a user's Sickness Reports. They will also not receive any email notifications about their own leave requests that need to be approved. 
  • Email Notifications - Enter comma-separated list of email addresses of users to be notified when a Sickness Report is submitted. 

  • Sickness Approval Flow - Here you define the approval flow for sickness reports, you have the option to copy the Approval Flow from Leave or TOIL settings, use the "Copy from Leave TOIL" section.
    • You can have up to 3 approval levels. Having more than one approval level means that if a Sickness Report is approved on Level 1, then it is passed to Level 2 approvers for approval and so forth with Level 3. If a Sickness Report is cancelled or rejected at any lower level, it will not be passed on to a higher level and notification will not be given to higher level approvers. Each level consists of 1 or more approvers.


TOIL Settings

TOIL stands for Time Off In Lieu, which allows a user to request extra time off in the place of the overtime they may have worked (also known as "Compensation" time). Please note that TOIL requests INCREASES the leave allowance to compensate for the extra time and are not leave requests in themselves. If you want employees to create time off requests for TOIL purposes consider creating a TOIL Leave Type. The TOIL label can be changed in the Configuration settings to be renamed to a label applucable to your organization. Further information on TOIL can be found here.


  • Who can Request? Choose whether you allow the Empoyee only to make the TOIL Request or the Employee and their Manager.
  • Prevent Self Approval? - If a member of this team is also an approver of this team, this setting applies. If you want to prevent such members from approving their own TOIL Requests, check the box. You will need to have at least 2 approvers defined for this team so that the other approver can approve such a user's TOIL Requests. They will also not receive email notifications to approve their own TOIL Requests
  • Email Notifications - Enter comma-separated list of email addresses of users to be notified when a Sickness Report is submitted. 
  • TOIL Approval Flow - Here you define the who and how of approvals for this team. You can define who approves TOIL Requests for this team if the approvals should be handled in levels and the Role of the approver. If you want to copy an Approval Flow from Leave or Sickness settings, use the "Copy from Leave Sickness" section.
    • You can have up to 3 approval levels. Having more than one approval level means that if a TOIL Request is approved on Level 1, then it is passed to Level 2 approvers for approval and so forth with Level 3. If a TOIL Request is cancelled or rejected at any lower level, it will not be passed on to a higher level and notification will not be given to higher level approvers. Each level consists of 1 or more approvers.


Team Managers

All approvers will be given Team Manager role. You can also add other Managers who are not approvers to the Team Profile. All managers have access to the MANAGEMENT and REPORTING for teams they manage. A Team Manager may be assigned a Reader or Editor role. Managers with Editor roles can edit requests and allowances of users they manage, whereas managers with the Reader role have read-only access to the team profile. To add a new manager, enter their email address and click Add. Select their Role from the drop down and if you want to remove a Manager, click on the Remove button. 




Members


You can view employees who belong to the team from this tab. To add users to the team, you can search them via their email address or their name and click 'Add Member'.



Integration settings


This section allows you to send members of the team iCalendar invitations which will send them when their requests are approved or cancelled. Also, when syncing Leave Requests to external calendars, select what information should be included in the calendar event. Note that the requester's name, date of request and status of request will always be synchronized.



When integrated with G-Suite, an employee's requests can be synced to their personal Google Calendar by configuring Team Profile > Integration Settings. Under this section the Out of Office can be enabled on the team, allowing employees to configure out of office when leave is requested.



For Office 365 integrated system's the same tab will be displayed'. Please note, Out Of Office cannot be enabled for Office 365 users.


Deleting a Team


If you wish to delete a team, you must ensure the following:

  • All members of the team have been removed, including former team members
  • Removed all managers from the team 
  • Removed the approval flows from the Leave, Sickness & TOIL settings
  • That the team is not a parent team. Please check the Org Chart to see the hierarchical structure of the team.


Once you have done this, you can click on Options > Delete Team