In AdminPulse, you use Teams to determine which employees have access to which relations. A team is a group of employees who share access to the same relation files and all associated entities.
Once a team is linked to a relation, only employees from that team, and any parent teams, have access to the relation file.
In this article, you will learn how teams work, how to build and manage them, and how to use teams to organise access rights within your company in a simple and secure way.
Access control through teams
👉 When you assign a team to a relation, only employees in that team, and any parent teams, have access to all entities linked to that relation.
In some environments, extra access can also be granted to individual employees. This only works for relations to which teams are linked. You can find more information about this further in this article.
Employees who are not part of the assigned team or a parent team will no longer have access to:
- the relation itself
- documents linked to the relation
- tasks linked to the relation
- invoices linked to the relation
- registrations linked to the relation
- all other entities linked to the relation
If no teams are assigned to a relation, all users have access to the relation and all linked entities, depending on their role. Employees who are not part of any team will only see relations without assigned teams.
Note: documents that are not linked to a relation are not filtered based on team access.
Managing teams
You manage teams via Settings > Teams. This screen shows an overview of all teams and allows you to organise your company's structure.
Adding a new team
You can add a new team in two ways:
- New team at top level: enter a name in the field at the top of the team list and click the + icon to add a team without a parent team.
- Add a subteam: click the + icon next to an existing team to add a subteam. The new team will become part of the hierarchy under the selected team.
Viewing team members
To view the members of a team, click the icon with the person symbol. The full list of employees belonging to that team will then appear.
Adding an employee to a team
Click + Add employee to add an employee to the team. In the screen that opens, you can select an employee from a dropdown list.
Option: “Can view invoices?”
For some employees, you can use the Can view invoices? checkbox to specify whether they have access to invoices for relations assigned to the team.
👉 This checkbox is only visible for employees who have the Invoice proposals: read permission, or a role that includes this permission. The standard roles with this permission are:
- Administrator
- Full user
- Invoice user
For employees inherited from a parent team who already have access to invoices, this checkbox is disabled.
What do the different name styles mean?
- Names in black: these employees were added directly to the team. You can remove them directly using the bin icon.
- Names in grey: these employees were added automatically because they belong to a parent team. They are “inherited” through the hierarchical structure and cannot be removed directly from this team.
Removing an employee from a team
To remove an employee from a team, click the bin icon next to their name. You will see a confirmation message before the employee is removed.
👉 Note: you can only remove employees who were added directly to the team, meaning names in black. Employees inherited from a parent team, meaning names in grey, must be removed from the parent team.
Deleting a team
You can delete a team using the bin icon.
👉 Warning: when you delete a team, it is also detached from all of its relation files. Employees in that team may lose their access to those files.
Restructuring the team hierarchy
Use the Restructure teams button to adjust your team hierarchy. Drag teams to reposition them or place a team under another team.
This allows you to build a team structure that fits the organisation of your company.
Assigning teams to a relation
Once teams have been configured, you can assign one or more teams to a relation. You can do this manually in the relation file (Relation file > Identification section > Teams) or in bulk using the batch operation Add / remove teams in the relations screen (Relation files > Relations).
💡 This batch operation adds or removes teams from relations, but never deletes the team itself.
Employees who are not part of one of the assigned teams will no longer have access to the relation.
Give extra access to specific employees
Sometimes an employee needs access to one specific relation file without having to become a member of the full team. For example, a relation is linked to team Brussels, but an expert from Arlon temporarily needs access to that one file.
In that case, you can use Authorized employees on top of team access.
👉 This option only works if:
- the relation is linked to one or more teams;
- the Authorized employees option is activated for your environment. You can request this via support.
When the option is active, you can fill in the Authorized employees field in the relation file. Employees you add there get access to that specific relation, even if they are not members of the team linked to the relation.
This setting only gives extra access. It does not replace the team settings. If no teams are set on the relation, this field has no practical effect.
Teams and tasks
It is not possible to assign tasks directly to a team. Tasks are always assigned to individual employees.
However, you can filter tasks by team using the Team filter in the various task screens. This filter shows tasks linked to relations that are assigned to the selected teams.