Team Management

Note: The team functionality has been designed to ensure that team options are available for all modules that use the facility. Teams are currently available within CRM, Showroom and Vehicle Stockbooks. From within CRM you have the option to create a team structure allowing superiors to view Statistics.

Within CRM, the Team Management form is displayed from Miscellaneous options or by selecting Miscellaneous options followed by CRM Statistic Options. It is used to:

• Create or edit teams
• Add or remove members
• Control which members can view and/or edit contacts of the entire team

See the Sales Team Maintenance section of the Showroom help files or the Admin Team Maintenance section of the Vehicle Stockbooks help files for information on the use of teams in those modules.

Team Management Form

The Team Management form is split into two main areas. The top section contains options for selecting, creating and editing teams. A team must be loaded in the Team field before the bottom section, which contains options for administering team membership, becomes available. The Team type field is set by the system and determined by the current module.

To create or edit a team:

1. Click the Edit or Create button.

   The Modify team / Create a new team form is displayed. It contains the following fields:

   • Type: Pre-set according to the current module. Read-only.

   • Shortcode: A unique identifier for the team. Maximum 10 characters, read-only if editing.

   • Description: A descriptive title that is displayed whenever functionality requires team selection. Maximum 30 characters.

   • Include Superior(s) in the team's statistics: Click the drop-down button to select one of:

     • N: You do not require the superior to display in the CRM statistics.

     • Y: You require only the current user to display in the CRM statistics.

     • A: You require all superiors to be included in the CRM statistics.

   • Team Level: Enter the level of the team you are creating. Level 0 is the lowest level of the Team and the only level you will have the option to include superiors in the teams statistics. Level 0 is also the only level users can be selected in the team. When creating a higher level team the screen will change and you will not have the option to include the superior(s) in the team statistics or select users.

   • NL branch code: For use when the Advanced Analysis module is in operation, to allow reporting on the team.

   • Superiors(s): Right click on the grid to Add or Remove teams' superiors. You can assign multiple superiors to a team but they must be added or removed individually.

   • Link Teams: Right click on the grid to Add or Remove lower level teams. You can assign multiple teams but they must be added or removed individually.

     Warning: If Teams are linked incorrectly, duplicate statistics are displayed in CRM.

2. Click Save.

   Changes to an existing team are updated. If creating, the new team will be set in the Team field and the membership can be added as described below.

To add members:

1. Click on a user in the Available users list.

2. Click the left arrow button. Alternatively, you can double-click on a user to add.

   The user is added to the list of members in the Users in team grid.

3. Click on the Active field in the user's row, displaying a tick.

   Tip: Members of a team can be temporarily deactivated by unticking the Active field, for example during a period of extended leave.

4. When you have finished adding members, click the Save button to permanently store the changes or Cancel to restore the team to its state before the last save.

To remove members:

1. Click on the ID or Name field of the user's row in the Users in team grid.

2. Click the right arrow button. Alternatively, you can triple-click on a member to remove.

   The user is removed from the list of members in the Users in team grid.

3. When you have finished removing members, click the Save button to permanently store the changes or Cancel to restore the team to its state before the last save.

To change access levels for a team member:

Click on the Access field of the user's row in the Users in team grid to cycle through the available access levels. Access levels have different meanings in different modules. There is a guide in the bottom-right corner of the form which explains what privileges each access level affords to team members. Click the Save button to permanently store the changes or Cancel to restore the team to its state before the last save.