Teams: Create and Manage Teams – Custodia

Overview

The Teams page in Custodia allows administrators to organize employees into groups, manage team membership, and establish reporting hierarchies.

Teams help define your organization's structure and can be used to manage employee access to projects, budgets, and other company resources.

This article explains how to navigate the Teams page, create and manage teams, assign members, and configure team hierarchies.

Access the Teams Page

To Access the Teams page:

Log in to your Custodia account.
From the left-hand navigation menu, select Teams under My Org.
The Teams page will display a list of teams within your organization.

Each team includes the following information:

Column	Description
Team Name	Name of the team.
External ID	Optional identifier used for internal tracking or integrations.
Active	Indicates whether the team is active or inactive.
Owner	Employee assigned as the team owner.
Parent Team	Parent team within the organizational hierarchy, if applicable.
Num of Users	Number of employees assigned to the team.
Team Type	Identifies the team as Hierarchy or Functional.

You can use the Search bar to locate a team or select the filter icon to narrow your results.

Additional options include:

Staffed: Displays teams with assigned members.
Unstaffed: Displays teams without assigned members.
Inactive: Displays deactivated teams.
All: Displays all teams regardless of status.
Export / Import: Export team information or import team data.

Create a New Team

To Create a New Team:

From the Teams page, click the green + button in the upper-right corner.

Enter the team information:

Field	Description
Name	Enter a name for the team.
External ID	Optional identifier for internal tracking or integrations.
Status	Set the team as Active or Inactive.
Owner	Select the employee responsible for managing the team.
Add Team Manager Role	Assign the Team Manager role to the selected owner.
Add As Team Member	Add the selected owner as a member of the team.
Parent Team	Optionally select an existing team to establish a reporting hierarchy.

Click Create New Team to save your changes.

Please Note: The team type is determined automatically based on whether a parent team is assigned:

Hierarchy Team: A team assigned to a parent team, creating a structured organizational hierarchy.
Functional Team: A standalone team without a parent team.

Hierarchy teams can be organized under a parent team, allowing you to build a structured organizational hierarchy.

View and Manage Team Details

To review an existing team:

Locate the team using the search bar or filters.
Click the team name or open the three-dot menu (⋮).
Select View Details.

The team details panel contains four tabs:

Tab	Description
Details	Review and edit the team's general information.
Hierarchy	View and manage the team's position within the organizational structure.
Members	View, add, and manage employees assigned to the team.
Budgets	Review budgets associated with the team.

Edit Team Information

Under the Details tab, you can review the team's name, external ID, status, owner, and parent team.

To make changes:

Click the Edit (pencil) icon.
Update the applicable information.
Save your changes.

Manage Team Hierarchy

The Hierarchy tab allows you to view how a team fits within your organization's structure.

For hierarchy teams, this includes:

Parent Team: The team directly above the selected team.
Team Hierarchy: A visual representation of the team's position relative to other teams.
Child Teams: Teams organized directly beneath the selected team.

Update a Parent Team

Open the team's Hierarchy tab.
Click the Edit (pencil) icon beside Parent Team.
Select the appropriate parent team.
Save your changes.

The hierarchy view will reflect the updated team structure.

Manage Team Members

The Members tab allows you to view and manage employees assigned to a team.

You can search for employees by name or use the status filters to display Active, New, or All members.

Add Members to a Team

Open the team's Members tab.
Click + Add Members.
Select the employees you want to assign.
Confirm your selection to add them to the team.

Manage Existing Members

Each employee appears with their name, email address, and current status.

To manage an existing member:

Locate the employee in the member list.
Click the three-dot menu (⋮) beside their name.
Select the available action to manage their membership.

Please Note: Team membership can affect an employee's access to resources assigned to that team, including projects and budgets, depending on your organization's configuration.

Deactivate or Delete a Team

Administrators can manage a team's status directly from the Teams page.

Locate the team you want to manage.
Click the three-dot menu (⋮) beside the team.
Select the appropriate action:
- View Details: Opens the team's information.
- Deactivate Team: Changes the team's status to inactive.
- Delete: Removes the team when deletion is permitted.

Please Note: The Delete option may be unavailable for teams with existing assignments or dependencies. Deactivating a team is an alternative when it should no longer be used but needs to remain in your organization's records.

Need Help?

If you need assistance creating teams, managing members, or configuring your organization's team hierarchy, please contact support@custodia.ai.