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

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:

This will be created during the 'Onboard Employee' form.

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)

Team Members

• All people in this department

• Roles within department

• Reporting structure

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

• Number of team members at this location

• Office manager/lead

Office Record Details

Office Information

• Office name

• Full address

• City, state/region, country

• Phone number

Team Members

• All people at this office

• Remote vs in-office status

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.