Team Management Guide
MONTON’s team management system provides comprehensive tools for managing organization members, assigning roles, tracking team performance, and maintaining organizational structure. The system supports role-based access control and detailed team analytics.
Team Management Overview
Core Components
- User Management: Adding, removing, and managing team members
- Role Assignment: Defining user roles and permissions
- Team Organization: Structuring teams and departments
- Performance Tracking: Monitoring team productivity and utilization
- Cost Rate Management: Setting and managing hourly rates
Access Requirements
Who can manage teams:
- ADMIN: Full team management capabilities
- MANAGER: Limited team management (cannot modify admin users)
- CONTRIBUTOR: Can invite users but cannot manage existing ones
- GUEST: No team management access
User Management
Adding Team Members
Invitation Process
- Navigate to People > Team Management
- Click “Invite User” or “Add Team Member”
- Choose invitation method:
- Organization invitation code: Share existing code
- Direct invitation: Send personalized invitation
- Bulk invitation: Invite multiple users at once
Invitation Information
Required details:
- Email address: Invitee’s email for account creation
- Initial role: Starting role assignment
- Welcome message: Optional personalized message
Optional settings:
- Department assignment: Organizational department
- Project assignments: Initial project access
- Manager assignment: Direct supervisor designation
- Start date: When the user should begin
Managing Existing Users
User Profile Management
Editable user information:
- Personal details: Name, contact information
- Role assignment: User role and permissions
- Department: Organizational unit assignment
- Manager relationship: Reporting structure
- Status: Active, inactive, or suspended
User Actions
Available management actions:
- Edit profile: Update user information
- Change role: Modify user permissions
- Deactivate user: Temporarily disable access
- Remove user: Permanently remove from organization
- Reset password: Force password reset
- View activity: Review user activity logs
User Status Management
User States
Status options:
- Active: Full access to assigned features
- Inactive: Temporarily disabled access
- Pending: Invitation sent but not yet accepted
- Suspended: Access restricted due to policy violations
Status Changes
Managing user status:
- Activation: Enable access for inactive users
- Deactivation: Temporarily disable user access
- Suspension: Restrict access while maintaining records
- Reactivation: Restore access for suspended users
Role Management
Understanding Roles
Roles define what users can access and do within the organization. Each role has specific permissions and feature access.
Role Hierarchy
- ADMIN: Full organizational control
- MANAGER: Team and project management
- CONTRIBUTOR: Standard user capabilities
- GUEST: Limited access to assigned resources
Role Assignment
Assigning Roles
Role assignment process:
- Navigate to user profile or team management
- Select user to modify
- Choose new role from dropdown
- Confirm role change
- User permissions update immediately
Role Change Considerations
Important factors:
- Data access: Role changes affect data visibility
- Feature access: Different roles have different capabilities
- Existing work: Consider impact on current assignments
- Team dynamics: Role changes affect team structure
Custom Role Configuration
Organization-specific roles:
- Department heads: Specialized management roles
- Project leads: Project-specific leadership
- Client liaisons: Customer-facing roles
- Technical specialists: Skill-based role definitions
Team Organization
Organizational Structure
Departments and Teams
Organizational units:
- Departments: Functional organizational divisions
- Teams: Project or skill-based groups
- Reporting lines: Management hierarchy
- Cross-functional teams: Multi-department collaboration
Team Hierarchy
Management structure:
- Organization level: Top-level organizational management
- Department level: Departmental leadership
- Team level: Direct team management
- Individual level: Personal management and development
Team Assignments
Project Team Assignment
Team formation process:
- Define project requirements
- Identify required skills and roles
- Assign team members to project
- Set team member responsibilities
- Configure project access permissions
Resource Allocation
Team resource management:
- Capacity planning: Understanding team availability
- Skill matching: Assigning based on capabilities
- Workload balancing: Distributing work evenly
- Cross-training: Developing versatile team members
Performance Management
Team Performance Tracking
Key Performance Indicators (KPIs)
Team metrics:
- Productivity: Work output and efficiency
- Utilization: Time allocation and usage
- Quality: Work quality and client satisfaction
- Collaboration: Team interaction and cooperation
- Goal achievement: Objective completion rates
Performance Analytics
Available reports:
- Individual performance: Personal productivity metrics
- Team performance: Collective team analytics
- Department analysis: Departmental effectiveness
- Trend analysis: Performance patterns over time
Utilization Tracking
Time Utilization
Utilization metrics:
- Billable hours: Client-chargeable time
- Non-billable hours: Internal work time
- Availability: Total available working time
- Efficiency ratios: Productive time percentages
Resource Utilization Reports
Utilization analysis:
- Individual utilization: Personal time allocation
- Team utilization: Collective team efficiency
- Project utilization: Project-specific resource usage
- Capacity analysis: Available vs. used capacity
Cost Rate Management
Understanding Cost Rates
Cost rates define the hourly billing rates for different team members and roles. These rates are used for project costing and client billing.
Setting Cost Rates
Individual Rate Setting
Rate configuration:
- Navigate to People > Cost Rates
- Select team member
- Set hourly rate
- Define effective date range
- Save rate configuration
Rate Categories
Rate types:
- Standard rates: Regular hourly rates
- Overtime rates: Premium time rates
- Project-specific rates: Custom project rates
- Client-specific rates: Customized client rates
Rate Management Features
Rate History
Historical tracking:
- Rate changes: Track rate modifications over time
- Effective dates: When rate changes take effect
- Approval workflow: Rate change approval process
- Impact analysis: Effect of rate changes on projects
Bulk Rate Management
Efficient rate updates:
- Department-wide updates: Apply rates to entire departments
- Role-based rates: Set rates by user role
- Percentage increases: Apply percentage-based rate increases
- Scheduled updates: Plan future rate changes
Team Communication
Communication Tools
Internal Communication
Team communication features:
- Team announcements: Organization-wide messaging
- Department updates: Department-specific communication
- Project discussions: Project-related conversations
- Direct messaging: One-on-one communication
Notification Management
Communication preferences:
- Email notifications: External email alerts
- In-app notifications: Internal system notifications
- Mobile notifications: Mobile device alerts
- Notification categories: Customizable alert types
Meeting and Collaboration
Team Meetings
Meeting management:
- Meeting scheduling: Schedule team meetings
- Meeting notes: Record meeting outcomes
- Action items: Track meeting follow-ups
- Attendance tracking: Monitor meeting participation
Collaboration Features
Team collaboration tools:
- Shared workspaces: Collaborative work areas
- Document sharing: Team document management
- Knowledge sharing: Internal knowledge base
- Best practices: Team methodology documentation
Team Analytics and Reporting
Team Performance Reports
Productivity Reports
Team productivity analysis:
- Output metrics: Work completion rates
- Efficiency measures: Time and resource efficiency
- Quality indicators: Work quality assessments
- Improvement trends: Performance improvement patterns
Utilization Reports
Resource utilization analysis:
- Time allocation: How team time is spent
- Project distribution: Work across different projects
- Capacity analysis: Available vs. utilized capacity
- Efficiency ratios: Productive time percentages
Advanced Analytics
Predictive Analytics
Future planning insights:
- Capacity forecasting: Future resource needs
- Performance predictions: Expected team performance
- Skill gap analysis: Training and hiring needs
- Workload projections: Future work distribution
Comparative Analysis
Benchmarking and comparison:
- Team comparisons: Performance across teams
- Historical comparisons: Performance over time
- Industry benchmarks: External performance standards
- Best practice identification: High-performing patterns
Best Practices
Team Building
- Clear role definition: Define roles and responsibilities clearly
- Effective onboarding: Comprehensive new member orientation
- Regular communication: Maintain open communication channels
- Skill development: Invest in team member growth
- Recognition programs: Acknowledge and reward good performance
Performance Management
- Regular feedback: Provide consistent performance feedback
- Goal setting: Establish clear, measurable objectives
- Performance reviews: Conduct regular performance evaluations
- Development planning: Create individual development plans
- Career progression: Provide advancement opportunities
Resource Management
- Capacity planning: Plan resource allocation effectively
- Skill matching: Assign work based on capabilities
- Workload balancing: Distribute work evenly across team
- Cross-training: Develop versatile team members
- Succession planning: Prepare for role transitions
Troubleshooting
Common Issues
Cannot invite new users
- Check your role permissions for user management
- Verify organization has available user licenses
- Ensure invitation email addresses are valid
- Contact admin if invitation features are disabled
Role changes not taking effect
- Refresh browser or log out and back in
- Check if role change was properly saved
- Verify you have permission to change roles
- Contact admin for role assignment issues
Team member cannot access features
- Verify user role has appropriate permissions
- Check if user is properly assigned to projects
- Ensure user account is active and not suspended
- Review organization-level feature settings
Cost rate issues
- Verify you have permission to view/edit rates
- Check if rates are properly configured for date ranges
- Ensure rates are approved if approval workflow exists
- Contact admin for rate management problems
Getting Help
- Team management documentation: Review detailed team guides
- Admin support: Contact organization administrators
- HR resources: Access human resources support
- Technical support: Report system issues
Next Steps
After mastering team management:
- Learn advanced user administration
- Explore performance analytics
- Understand organizational settings
- Master resource planning
Related Topics
- User Roles and Permissions: Understanding role-based access
- Organization Settings: Configuring organizational preferences
- Performance Analytics: Team performance measurement
- Project Management: Managing projects with teams