How Do I Create and Manage Teams?

Overview

Org Teams define the organizational structure within the platform and establish the hierarchy used for approvals, visibility, and management workflows. By assigning users to teams, organizations can ensure requests and expenses are routed to the appropriate managers and approvers.

Users with the Admin or Finance role can create, update, and manage Org Teams to reflect their internal reporting structure.

Adding a Team

1. Log in to the web platform at my.custodia.ai (Chrome recommended).

2. From the top menu, navigate to My Organization > Org Structure > Org Teams.

3. Click the orange + icon on the bottom right to add a new team.

4. Enter the following details:

   • Name: The team’s name.

   • Active: Set to “Yes” if the team should be available for employees to use.

   • Owner: Select the relevant team owner

     • This person will act as the team manager and overseer.
     • Select "Add Team Manager Role" to give the team owner the appropriate permissions
     • If the team manager also has the "APPROVER" role, this user will act as the default approver for team members 

   • Parent: If this team should fall under another team, select the parent team. Otherwise, leave blank.

   • Managed By: this is a legacy item that can be used for additional configuration. You may disregard.

Click the green check mark on the right to save and your new team will now appear in the Org Teams list.

Creating Team Hierarchies

You can build team hierarchies by assigning a Parent Team when creating or editing a team. This allows you to mirror your company’s organizational structure in Custodia.

1. Navigate to My Organization > Org Structure > Org Teams.

2. Add a new team or edit an existing one.

3. In the Parent field, select the team that this new team should report to.

4. Save your changes.

The selected team will now appear as a child team under the parent. You can repeat this process to create multiple levels of hierarchy. In the below example the hierarchy is as follows:

Product Team > R&D > All Company

Deleting a Team 

1. Navigate to My Organization > Org Structure > Org Teams.

2. Use the green hover menu to reveal options

   1. Click the pen icon to edit the team 
   2. Click the trash icon to delete
   3. Click the checkmark to deactivate the team
      1. This keeps the team in the system but unavailable for use