Understanding Teams
Teams in EventWorks let you organise your users, events, and accounts into logical groups — such as departments, offices, or divisions. When team features are enabled, teams control which data each user can see and work with, keeping things focused and relevant.
Getting There
To view and manage teams, click Staff > Teams in the sidebar navigation. This takes you to the teams list where you can see all teams that have been set up for your organisation.
To configure how teams affect your data, go to Settings > Events and look for the team-related options.
Note: Creating and managing teams requires administrator-level access. If you don't see the Teams option in the sidebar, contact your account administrator.
Overview
The teams page displays a list of all your teams, including any parent-child hierarchy. Teams can be nested, so you might see a structure like:
- Sales
- Production
Child teams are shown indented beneath their parent. Each team has a name and can optionally have a short code, a colour, and a logo.
Key Concepts
Team Assignment
Every user can be assigned to one or more teams. When a user is created or edited, an administrator selects which teams they belong to and can also set a default team. The default team is automatically assigned to new events that the user creates.
Team Hierarchy
Teams can be organised into a parent-child structure. A parent team (such as "Sales") can contain sub-teams (such as "London Office" and "Manchester Office"). When access restrictions are enabled, users assigned to a parent team can automatically see data belonging to all of its sub-teams as well.
Team Isolation
Your administrator can choose how strictly teams are separated. There are two key settings that control this behaviour, found under Settings > Events:
- Restrict user access based on assigned teams — When enabled, users only see events that belong to their assigned teams. Users with the "view other teams" permission can still see everything.
- Isolate team event and account data — A stricter option that automatically filters both events and accounts by team at the database level. When enabled, users only see events and accounts that are linked to their teams.
When both settings are turned off, all users can see all events and accounts regardless of team assignment.
How Teams Affect Your Data
Events
Each event can be assigned to a single team. When you create a new event, it is automatically assigned to your default team (unless your administrator has removed the team field from the event form).
If team restrictions are enabled, you will only see events belonging to your team(s) in the events list, on the calendar, and in reports.
You can also filter events by team using the team filter on the events list page to narrow your view to a specific team's events, including a "No team" option for events that haven't been assigned.
Accounts
Accounts (clients, suppliers, and venues) can be linked to one or more teams. When team isolation is enabled, you will only see accounts that share a team with you.
When you create a new account with team isolation enabled, it is automatically linked to your teams.
Resources and Packages
Resources and packages can each be assigned to a team. When the setting to restrict packages by team is enabled (under Settings > Events), you will only see packages that belong to your team when adding them to an event.
Calendar
When your administrator enables Use team colours on diary (in Settings > Events), events on the calendar are colour-coded according to their team's assigned colour. This gives you a quick visual way to see which team each event belongs to.
You can also filter the calendar by team to show only the events you need to see.
Reports
Most reports include a team filter, allowing you to run reports for specific teams. Some reports are designed specifically to break down data by team.
You can also choose to include a team column in the event list by enabling it in Settings > Events under the column options.
Managing Teams
Creating a Team
- Go to Staff > Teams.
- Click Create team.
- Fill in the team details:
- Click Save.
Editing a Team
- Go to Staff > Teams and click on the team you want to edit.
- Click Edit team name.
- Update the fields and click Save.
Deleting a Team
When you delete a team, all data linked to it is transferred to a replacement team to ensure nothing is lost.
- Go to Staff > Teams and click on the team you want to delete.
- Click Delete team.
- In the confirmation dialog, select a replacement team from the "Merge data with" dropdown. All events, packages, resources, users, accounts, and templates from the deleted team will be moved to this team.
- Click Delete to confirm.
Warning: Make sure you select the correct replacement team before confirming. All events, users, accounts, packages, resources, and templates linked to the deleted team will be reassigned to the replacement.
Switching Between Teams
EventWorks does not require you to switch between teams the way some applications do. Instead, your team memberships determine what you can access automatically. If you belong to multiple teams, you will see data from all of your assigned teams at once.
To focus on a single team's data, use the team filter available on the events list, calendar, accounts list, and reports. Select the team you want to view, and the page will update to show only that team's data.
Tip: If you find yourself frequently filtering to one team, ask your administrator to set it as your default team. New events you create will then be automatically assigned to that team.
Settings That Affect Teams
These settings (found under Settings > Events and Settings > Accounting > Invoices) control how teams interact with other features:
| Setting | What It Does |
|---|---|
| Restrict user access based on assigned teams | Users only see their own team's events |
| Isolate team event and account data | Strictly filters events AND accounts by team |
| Use team colours on diary | Colour-codes calendar events by team colour |
| Include team in event code | Embeds the team's code in auto-generated event reference numbers |
| Only display packages assigned to a user's team | Filters the package list by team |
| Remove set team on Events | Hides the team selector on the event form |
| Include team code in invoice number | Prepends the team code to auto-generated invoice numbers |
Tips & Best Practices
Tip: Use team colours to make the calendar more readable at a glance. Choose distinct, high-contrast colours for each team so they are easy to tell apart.
Tip: Include the team code in your event reference numbers (your administrator can enable this in Settings > Events). This makes it easy to identify which team an event belongs to from its reference number alone.
Tip: If your organisation has a simple structure, you may not need team isolation enabled. Teams can still be useful for colour-coding the calendar and filtering reports, even without strict access restrictions.
Warning: Enabling team isolation affects what data your users can see immediately. Before turning it on, make sure all users have been assigned to the correct teams and that all events and accounts are linked to the right teams. Otherwise, some users may temporarily lose visibility of records they need.
Frequently Asked Questions
Q: I can't see an event that I know exists. Where did it go?If your organisation has team restrictions enabled, you can only see events assigned to your team(s). Ask your administrator to check whether the event is assigned to a team you belong to, or whether you need the "view other teams" permission.
Q: Can a user belong to more than one team?Yes. Users can be assigned to multiple teams. When team restrictions are enabled, they will see data from all of their assigned teams, including any child teams in the hierarchy.
Q: Can an event belong to more than one team?No. Each event is assigned to a single team. However, accounts can be linked to multiple teams.
Q: What happens if I delete a team?When you delete a team, you are asked to choose a replacement team. All events, resources, packages, users, accounts, and templates that belonged to the deleted team are moved to the replacement team. No data is lost.
Q: Who can create and manage teams?Team management is typically restricted to administrators. Creating, editing, and deleting teams is done from the Staff > Teams page in the sidebar.
Q: What does the "default team" setting on my profile do?Your default team is automatically assigned to new events you create. Your administrator can set this for you when editing your user account.