Do you work with multiple own companies in AdminPulse and want to restrict access to relations by own company? You can link teams to an own company. AdminPulse then automatically applies those teams to all active employees and all relations of that own company, and keeps them up to date afterwards.
In this article, you will learn how Own company teams work, how to set them up and what is updated automatically.
Before you start
The Own company teams feature builds on how teams work in AdminPulse. Not familiar with teams yet? First read Teams in AdminPulse: how do you manage who has access to relations?.
👉 Only use Own company teams if you really want to restrict access to relations by own company. Do you only want to use teams for a limited group of relations and employees? Assign teams manually, as explained in the main article.
What does the "Own company teams" setting do?
When you link a team to an own company, two things happen:
- all active employees of that own company become members of the team;
- the team is assigned to all relations of that own company, including inactive relations.
From then on, the normal team rules apply: only members of the team, and possibly members of parent teams, have access to those relations and the linked data, such as registrations, documents, tasks and invoices.
This also restricts visibility of the own company itself. It is only visible to members of those teams.
Employees who are not in one of those teams no longer see the own company in selection lists or filters, for example when creating a new relation, in invoicing, and in reports and dashboards. This keeps the own companies separated from each other.
Linking or removing own company teams
You manage the link via Settings > General settings > General. You need the rights to edit settings.
- At the top, select the tab of the relevant own company.
- Go to the General section.
- Click the pencil icon next to Own company teams.
- In the window that opens, select a team from the drop-down list and click Add. You can link multiple teams.
- Do you want to remove a team? Click the bin icon and confirm your choice.
- The employees of the own company are updated immediately. The relations are updated in the background.
If the own company has many relations, processing may take a while. You can only close the window once the processing is complete.
💡 Keep the team structure simple. Preferably create one separate team per own company, and only use existing teams if you are sure the access rights match completely.
💡 The drop-down list only shows teams you are a member of yourself, either directly or through a parent team. This means you can never give yourself access to relation files of a team you are not part of.
Where can you see teams of an own company?
You can see teams of an own company on the relation file, on the employee file and in the team overview. You can recognize them there, but you cannot adjust them manually everywhere.
On the relation file
On the relation file, you see the teams of the own company in the Teams field. Click in the field to see the difference between teams that were set manually on the relation and teams that were added through the own company.
Teams that were added through the own company are listed under Teams set by own company.
You cannot remove these teams on the relation itself, because they are managed through the own company. You can still add other teams to the relation manually.
On the employee file
Via Settings > Employees > the employee's file, you see the teams of the own company in the Team(s) field. Click in the field to see which teams were added through the own company.
Teams that were added through the own company are listed under Teams set by own company. You cannot remove them here. You can still add other teams manually.
In the team overview
In Settings > Teams, you see the employees of the own company as team members. You cannot remove them from the team as long as the team is linked to their own company.
What is updated automatically?
New relations and employees
After the link is set up, you no longer need to maintain the teams of the own company manually. AdminPulse applies them automatically when you create a new relation, including via import, and when you create a new employee.
When creating a new relation, you immediately see the teams under Teams set by own company.
Moving a relation or employee to another own company
Are you moving a relation to a different own company? The teams of the own company are updated immediately. The teams of the old own company are removed and the teams of the new own company take their place.
The same happens when you move an active employee to another own company.
Teams that you had also assigned manually to the relation or employee are kept.
Reactivating an employee
Are you reactivating an employee? AdminPulse automatically applies the teams of the own company again.
Teams that were only assigned manually to the employee before deactivation are not restored automatically.
Important points about own company teams
Employees who work across multiple own companies
Some employees work across multiple own companies, for example a partner or an IT manager. In that case, you do not need to add them to each team separately.
Create a parent team, place the teams of the own companies underneath it as subteams, and add these employees manually to the parent team.
This gives them access to all underlying teams and makes all own companies visible to them.
Teams that were already assigned manually to relations
Had you already assigned the same team manually to the relations of the own company? That manual assignment continues to exist alongside the link through the own company.
In practice, you will hardly notice this. However, the team will remain on those relations if you later unlink it from the own company, because the manual assignment still exists.
Do you want to clean up this double assignment? Remove the team from the relations:
- per relation, on the relation file;
- in bulk, via the global action Add / remove teams in Relation files > Relations.
The team remains on the relations through the own company. Only the manual assignment is removed. From then on, the team is managed entirely through the own company.
Unlinking a team from an own company
Are you removing a team from the Own company teams setting? The team is then also removed from all employees and relations of that own company.
As a result, employees may lose access to the relevant relation files.
💡 Teams that you had already assigned manually to a relation or employee before the link was set up are not lost. After unlinking, they are kept as manual assignments.
💡 Good to read
Also read this article for the basics of teams in AdminPulse: