Team Management

Your team directory, employment details, skills, and cost overview — all in one place.

The Team section gives you a clear view of who's on your team, what they're working on, and what they cost — with financial data kept visible only to admins.

What's included

The Team section is a single page with two tabs:

Tab	Who sees it	What it shows
Directory	Everyone	All team members, grouped by Employment Type, with skills and start dates
Team Cost	Admins only	Monthly cost and hourly rate per team member

Page subtitle: "Your team at a glance — roles, skills, availability and cost."

Departments and Offices pages exist in the template but are hidden from the navigation by default — they're available as optional extensions when you need them. See the Make it yours section below.

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Directory tab

The Directory is your team roster — open to everyone in your agency.

CTA button: "+ Add Team Member" (top right)

Table columns: USER · EMPLOYMENT TYPE · JOB TITLE · SKILLS · START DATE

Team members are grouped by Employment Type:

• Full-Time

• Part-Time

• Contractor

• Freelancer

Employment Type is shown as a coloured badge next to each person's name. Skills are shown as coloured multi-select badges — useful for quickly finding who has the right expertise for a project.

The sample data includes six team members across all Employment Types, with skills including AI & Automations, Project Management, Content Marketing, Video & Media, Product Design (UX/UI), Engineering & IT, and Data Analytics.

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Team Cost tab

The Team Cost tab is visible to admins only. Regular team members and clients cannot see hourly rates or monthly costs.

Two KPI stat cards:

• Total Monthly Cost — SUM of monthly cost across all active team members

• Team Size — count of active team members

Table columns: USER · EMPLOYMENT TYPE · JOB TITLE · HOURLY RATE · MONTHLY COST · START DATE

The table is flat (not grouped) — showing all team members with their financial details in one view.

Why Hourly Rate matters

Hourly Rate is not just a cost field — it powers the entire billing chain across Agency OS:

Hourly Rate → Time Entry Billable Cost → Task Total Billable Value
→ Project Total Billable Value → Remaining Budget → Budget Health %

Every time a team member logs time against a task, their Hourly Rate is used to calculate the billable value of that entry. This flows up to the project's total billable value, which feeds into Budget Health % — the automated budget monitoring indicator visible on the Projects page.

Keep Hourly Rate accurate for all team members to get reliable budget and profitability data across the system.

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Team member record

Click any team member's name to open their record. It has two tabs:

Profile tab

Role and team information, plus contact details:

• Employment Type

• Job Title

• Skills

• Start Date

• Contact Details

Work tab

Active Projects — a collection of all projects this team member is currently assigned to. Useful for checking workload before adding new assignments, or for reviewing a team member's current commitments in a one-on-one.

For workload across the whole team, use the Team Workload page in the Project Management section. It shows active tasks by assignee, a bar chart of task distribution, and a separate overdue tasks table — the manager's view for rebalancing work. See Projects & Delivery.

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Key fields and concepts

Field	What it does
Employment Type	Single-select: Full-Time / Part-Time / Contractor / Freelancer. Used to group the Directory and categorise cost.
Skills	Multi-select badges. Use these to find the right person for a project quickly.
Hourly Rate	Drives the billing chain — feeds into time entry costs, project billable value, and Budget Health %.
Monthly Cost	Total monthly spend on this team member. Used in the Total Monthly Cost KPI on the Team Cost tab.
Start Date	Shown in both tabs. Useful for tenure tracking and filtering.

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Make it yours

The Team page works without any setup. When you're ready to extend it:

• Unhide Departments: If you want to organise your team by function, go to Build Mode → Navigation and make the Departments page visible. Add each department and link team members to it.

• Unhide Offices: For multi-location or hybrid agencies, unhide the Offices page the same way — useful for tracking where team members are based.

• Add custom Skills options: In Build Mode, go to the Team table → Skills field → edit the options to reflect your agency's actual skill set.

• Track leave and absences: The template doesn't include a leave tracker by default. Add a custom table for absence requests, or connect Agency OS to a dedicated HR tool via Zapier or Make.

• Hiring rounds: Use Projects + Tasks to manage hiring — create a project per role and track candidates as tasks moving through stages.

See Customising Your Agency OS for the full extensions list.

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Tips

Keep Hourly Rates up to date. Stale rates mean inaccurate budget monitoring across every active project. Update them in the Team Cost tab whenever a rate changes.

Use Skills badges actively. Before assigning a task or staffing a project, filter the Directory by the skill you need — it's faster than remembering who does what.

The Team Cost tab is your payroll sanity check. The Total Monthly Cost KPI gives you a quick read on committed team spend before you take on new work or plan hiring.

Don't delete former team members. Deactivate their user account and update their record, but keep the record itself — historical time entries, project contributions, and billing data all stay accurate.

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What's next?

Head to Projects & Delivery to see how projects are structured, how tasks are assigned to your team, and how Team Workload helps you manage capacity.