Team Management

Managing your agency's people, departments, and organizational structure

The Team section helps you manage your agency's most important asset: your people. Track team members, organize by department, manage multiple office locations, and plan resource capacity.

Team Section Structure

👤 Team (Folder)
   ├─ Team (Team member directory)
   ├─ Departments (Organizational units)
   └─ Offices (Physical locations)

Team (Team Members)

Purpose: HR directory and resource management

What You'll See

List of all team members showing:

• Name and photo

• Job title/role

• Department

• Office location

• Employment status (Active, On Leave, Former)

• Start date

• Contact information

Team Member Record Details

Click into a team member to see:

Personal Information

• Full name

• Email and phone

• Photo/avatar

• Emergency contact (optional)

Employment Details

• Job title

• Department (linked)

• Office location (linked)

• Employment type (Full-time, Part-time, Contractor, Freelance)

• Start date

• Employment status

Role & Permissions

• User account (linked)

• Role assignment

• Permissions level

• Login status

Skills & Specializations (optional)

• Technical skills

• Certifications

• Areas of expertise

• Languages spoken

Work Details

• Hourly rate (for billing/costing)

• Availability/capacity

• Working hours

• Time zone

Related Records

• Assigned Tasks: Current workload

• Projects: Projects they're involved in

• Time Entries: Hours logged

• Expenses: Expenses submitted

Linking Team Members to Users

For team members to use Agency OS, they need a user account:

Create User Account:

1. From team member record

2. Click action to "Create User" or "Invite User"

3. They receive invitation email

4. Set their role (Admin, Manager, Team Member)

5. They can now log in and access Agency OS

Permissions by Role:

• Admin: Full access to everything

• Manager: Can see all data, limited settings access

• Team Member: See their projects and tasks only

Learn more: User Roles & Permissions

Common Use Cases

HR Management

• Onboarding new team members

• Tracking employment details

• Managing org chart

• Offboarding process

Resource Planning

• See who's available for new projects

• Check current workload per person

• Balance assignments across team

• Plan hiring needs

Project Staffing

• Find team member with specific skills

• Check availability before assigning

• Assign tasks to appropriate people

• Track who's working on what

Performance & Reporting

• Hours worked per person

• Projects delivered

• Utilization rates (billable vs total hours)

• Capacity planning

Hourly Rates: Adding hourly rates for team members helps calculate project costs and profitability. Keep these hidden from non-admin users!

Departments

Purpose: Organize teams by function or specialization

Default Departments

Common agency departments:

• Creative/Design: Designers, UX specialists

• Development: Developers, engineers

• Account Management: Client-facing team

• Operations: Project managers, coordinators

• Leadership: Executives, founders

• Sales/Marketing: Business development

What You'll See

Department list showing:

• Department name

• Number of team members

• Department lead/manager

• Description

Department Record Details

Department Information

• Name

• Description/purpose

• Department head (linked to team member)

• Budget allocation (optional)

Team Members

• All people in this department

• Roles within department

• Reporting structure

Projects

• Projects primarily handled by this department

• Workload distribution

Common Use Cases

Organizational Structure

• Visual org chart

• Clear reporting lines

• Role clarity

Workload Planning

• See department capacity

• Balance work across departments

• Identify bottlenecks

Reporting

• Revenue by department

• Utilization by department

• Department performance

Hiring Decisions

• Which department needs growth

• Budget allocation

• Role definition

Customizing Departments

Add Departments specific to your agency:

• Video Production

• Copywriting

• SEO/Performance Marketing

• Strategy & Consulting

• Quality Assurance

Add Custom Fields:

• Department goals

• Budget

• Utilization targets

• Key metrics

Small Agency? If you're a team of 5-10 people, you might not need formal departments. You can hide this page to simplify navigation.

Offices

Purpose: Track physical locations for multi-office agencies

What You'll See

Office list showing:

• Office name (e.g., "London HQ", "NYC Office", "Remote")

• Address

• Time zone

• Number of team members at this location

• Office manager/lead

Office Record Details

Office Information

• Office name

• Full address

• City, state/region, country

• Time zone

• Phone number

• Office hours

Team Members

• All people at this office

• Remote vs in-office status

Facilities (optional)

• Office amenities

• Meeting rooms

• Capacity

When to Use Offices

Multi-Location Agencies:

• Multiple physical offices (NY, London, Singapore)

• Track where team members are based

• Manage time zones for meetings

• Local client relationships

Hybrid/Remote Teams:

• Create "Remote" as an office

• Track distributed team members

• Coordinate across time zones

• Plan in-person gatherings

Single-Office Agencies:

• One office entry is fine

• Or hide this page entirely if not needed

Common Use Cases

Time Zone Management

• Schedule meetings across zones

• Know who's available when

• Respect working hours

Resource Allocation

• Staff local clients with local team

• Balance workload across offices

• Plan office-specific projects

Facilities Planning

• Office space needs

• Meeting room scheduling

• Growth planning

Remote First? If your entire team is remote, you can either create one "Remote" office or hide the Offices page entirely to simplify navigation.

Workload & Capacity Planning

Viewing Team Workload

Tasks Dashboard (Admin view) Shows workload across the team:

• Tasks assigned per person

• Total estimated hours

• Distribution of work

• Overload warnings

Individual Capacity On each team member record:

• Current assigned tasks

• Total estimated hours this week/month

• Projects involved in

• Availability status

Capacity Planning Process

1. Assess Current Workload

• Check Tasks Dashboard

• Review hours assigned vs available

• Identify who's over/under capacity

2. Balance Assignments

• Reassign tasks if someone overloaded

• Distribute new work to available team members

• Consider skills match

3. Plan for New Projects

• Estimate hours needed

• Check team availability

• Decide if can take on new work

• Consider hiring if at capacity

4. Monitor and Adjust

• Review weekly

• Adjust as priorities change

• Communicate with team

Utilization Tracking

Utilization Rate = Billable Hours ÷ Total Available Hours

Ideal Ranges:

• 70-80%: Healthy utilization

• Below 60%: Underutilized, could take more work

• Above 85%: Overworked, risk of burnout

Track per team member:

• Log all time (billable and non-billable)

• Calculate weekly or monthly

• Identify trends

• Adjust workload as needed

Learn more about time tracking: Projects & Delivery Guide

Team Communication

Using Agency OS for Team Coordination

Internal Notes on Tasks

• Use Note comments for team discussion

• Coordinate on deliverables

• Raise blockers

• Ask questions

Task Assignments

• Clear ownership (one assignee per task)

• @mention in comments for attention

• Notifications when assigned

Project-Level Discussion

• Use project comments for broader topics

• Strategy discussions

• Milestone planning

• Retrospectives

Integration with Communication Tools

Consider connecting:

• Slack: Task notifications, status updates

• Microsoft Teams: Project mentions

• Email: Automated updates and reminders

Learn more: Integrations

Onboarding New Team Members

Checklist for New Hires

1. Create Team Member Record

• Add personal and employment details

• Assign department and office

• Add skills and specializations

• Upload photo

2. Create User Account

• Invite to Agency OS

• Assign appropriate role

• Set permissions

• Send welcome email with login

3. Provide Access

• Share login credentials

• Give quick tour of Agency OS

• Explain key pages (Home, Projects, Tasks)

• Show time tracking process

4. Initial Training

• How to use Agency OS

• Task workflow (To do → In Progress → Done)

• Time tracking expectations

• Reply vs Note for comments

• Where to find help

5. First Assignments

• Assign initial tasks

• Pair with experienced team member

• Set up regular check-ins

• Monitor first week

Offboarding Team Members

When Someone Leaves

1. Complete Final Tasks

• Reassign open tasks

• Document work in progress

• Hand off responsibilities

2. Update Team Record

• Change status to "Former"

• Add end date

• Capture exit reasons (optional)

3. Deactivate User Account

• Remove login access

• Preserve historical data (don't delete)

• Reassign ownership of records

4. Knowledge Transfer

• Document processes they owned

• Update shared files

• Transition client relationships

Don't Delete: Keep former team member records for historical data on projects, time tracking, and reporting. Just change status to "Former" and deactivate their user account.

Learn more: Offboarding Users

Reporting & Analytics

Team Metrics to Track

Workload Metrics:

• Tasks per person

• Hours logged per week

• Billable vs non-billable ratio

• Overtime hours

Performance Metrics:

• Task completion rate

• On-time delivery percentage

• Quality (revisions needed)

• Client satisfaction

Capacity Metrics:

• Utilization rates

• Available capacity

• Vacation and time off impact

• Hiring needs

Financial Metrics:

• Cost per team member

• Revenue per team member

• Profitability by role/department

Creating Team Reports

In Build Mode, create custom dashboards:

• Team Performance Dashboard

• Capacity Planning View

• Department Metrics

• Individual scorecards

Tips for Team Management

For HR/Operations

Weekly:

• Review new team member onboarding

• Check time tracking compliance

• Address capacity issues

• Plan upcoming time off

Monthly:

• Run utilization reports

• Review department performance

• Plan hiring needs

• Conduct skip-level check-ins

For Project Managers

Daily:

• Check team member availability

• Balance task assignments

• Monitor for overload

• Communicate priorities

Weekly:

• Review team workload

• Plan upcoming sprint/week

• Adjust assignments as needed

• Recognize great work

For Agency Leaders

Monthly:

• Review team metrics

• Assess organizational health

• Plan growth and hiring

• Adjust compensation

Quarterly:

• Strategic resource planning

• Department structure review

• Performance reviews

• Team development plans

Customizing Team Management

Common Customizations

Add Custom Fields to Team:

• Shirt size (for team swag)

• Dietary restrictions (for events)

• Birthday

• Anniversary date

• Career goals

Create Custom Roles:

• Senior vs Junior levels

• Specialist roles

• Contractor tiers

Add Team Dashboards:

• Birthday calendar

• Skill matrix

• Org chart visualization

• Team directory

Learn more: Customizing Your Agency OS

Related Guides

• Projects & Delivery - Assigning work to team

• User Roles & Permissions - Access control

• Offboarding Users - When someone leaves

Your Team is Your Agency: Invest in organizing and supporting your people. Agency OS helps you manage the data—you create the culture.