Team Management

Organize your users into teams and departments for efficient permission management and reporting.

Organizational Structure

ToolEquip supports organizing users into a hierarchical structure that mirrors your organization:

• Departments — Top-level groupings (e.g., Operations, Maintenance, Warehouse)
• Teams — Sub-groups within departments (e.g., Night Shift, Site A Crew)
• Locations — Users can be assigned to specific locations for location-based permissions

Creating Teams

To create a team:

1. Navigate to Users > Teams > Create Team
2. Enter a team name and description
3. Select a parent department (optional)
4. Assign a team manager
5. Add team members
6. Set team-level permissions
7. Click Save

Team Permissions

Permissions can be set at the team level, which applies to all team members:

• Tool Access — Which categories or locations this team can access
• Checkout Limits — Max tools per person and max checkout duration
• Maintenance Access — Can team members create and complete maintenance tasks
• Reporting Access — Which reports team members can view

Department Management

Departments help organize multiple teams under a common umbrella. Department managers have oversight of all teams within their department, including:

• Viewing activity for all department users
• Cross-team reporting and analytics
• Budget tracking for tool purchases and maintenance
• Department-level permission overrides

Onboarding New Team Members

Streamline the onboarding process:

1. Add the user to the appropriate team
2. Team permissions apply automatically
3. The user receives an invitation email with setup instructions
4. Assign a mentor or buddy for the first week
5. Track onboarding progress from the team management page

Offboarding

When a team member leaves:

1. Deactivate their account to prevent further access
2. Reassign any tools checked out to them
3. Transfer their maintenance assignments to other team members
4. Export their activity log for record-keeping

Best Practices

• Use teams to mirror your real-world organizational structure
• Assign department managers to handle day-to-day user management
• Regularly review team membership to remove inactive users
• Use team-level reports to track performance by department
• Keep team sizes manageable — consider splitting large teams into sub-teams