Structure teams, set team leaders, organise deputies

How teams work in Jobilino

1. One team = one organisational unit

   A team groups together employees who belong to the same organisational unit – e.g. department, production line, shift or site team. Each team has a name, a colour (for quick recognition) and a status (active/inactive).

   Tipp: Keep team names short and unambiguous – 'Warehouse Vienna', 'Production Line 2', 'Office HQ'. They appear in many lists and in the organisational chart.

2. Employees can be members of multiple teams

   In Jobilino, an employee can belong to multiple teams (e.g. because they are assigned to both 'Maintenance' and 'Early Shift'). Nevertheless, every employee has exactly one 'primary' team – this is their home team for evaluations and approval workflows.

   Tipp: Best practice: First assign all unambiguous home teams. Only then add secondary teams for special responsibilities – otherwise the org chart will become confusing.

3. Exactly one lead per team

   Each team has at most one lead. The lead is the disciplinary and/or functional person in charge and will see approvals, requests and reports for their team.

   Tipp: If you assign a new lead, they automatically replace the previous one – you do not need to remove the old lead beforehand. For consistency reasons, the new lead is automatically marked as 'primary' within the team.

4. Cross-team approvers for special constellations

   Some individuals need to approve requests in teams they do not themselves belong to (e.g. shift supervisors across multiple lines, HR managers). Such 'approvers' are added per team as an additional entry – they are not members, but hold approval authority.

   Tipp: Approver rights are separate from memberships. This allows you to map, for example, a Plant Manager role without that person appearing as a member in every team.

5. Audit trail: memberships are fully traceable

   Join events, departures, appointments and removals are logged without gaps. Approver rights are not 'deleted' but revoked – with date and person recorded.

   Tipp: This allows you to trace, even months later, who held which responsibility at what time – essential for audits, payroll records or disputes.

6. Distinction: Team vs. Project Team vs. User Group

   Three related but separate concepts: 'Team' = organisational unit (department, line). 'Project team' = which employees are allowed to book to a project. 'User group' = permission profile in the system (Admin, Employee, …).

   Tipp: An employee always belongs to exactly one user group, optionally to multiple teams, and optionally to multiple project teams. The three do not directly influence one another.

Create team

admins

1. Open teams

   Administration → Teams.

2. Click Add

   Click 'Add'. The creation form will appear.

3. Name and Colour

   Enter a meaningful name and select a colour (e.g. #4287f5). The colour appears as a badge in lists and in the organisational chart.

   Tipp: Tip: A colour-coding logic per department makes it easier to maintain an overview – e.g. blue = Office, green = Production, orange = Warehouse.

4. Active Status

   By default, new teams are active. Inactive teams are hidden in lists, but their membership history is retained.

5. Save

   Click 'Save'. You will be taken automatically to the editing mode, where you can add members.

Add an employee to a team

admins

1. Open team

   Administration → Teams → Click on the desired team → 'Edit'.

2. Add member

   Use 'Add member' (or the search in the Members section) to select active employees from the client. The addition takes effect immediately.

   Tipp: You can also add multiple employees one after another without leaving the form.

3. Set primary team

   If this is to be the employee's home team, mark it as 'Primary'. Only one primary team per employee is possible – Jobilino automatically sets the previous primary team to 'non-primary'.

   Tipp: If a primary team is missing, the employee will appear as 'team-less' in reports. Please ensure that every employee has a primary team.

4. Membership History

   Every addition, removal, promotion or demotion is recorded in the membership history – with date and action.

   Tipp: Useful, for example, if you want to verify who was in 'Line 2' last May.

Appoint Lead (Team Leader)

admins

1. Membership is a prerequisite

   Only someone who is a member of the team can become a lead. If necessary, please add the person as a member first.

2. Make lead

   In the member list, click 'Make lead' next to the desired person.

   Tipp: If the team already has a lead, they will automatically be 'demoted' back to a regular member. Only one lead per team is possible.

3. Automatically primary team

   The new lead is automatically assigned this team as their 'primary team' – even if they previously had a different home team.

   Tipp: Rationale: A team lead manages their own team; their main evaluation team should therefore be this team.

4. Remove lead directly

   You cannot remove a lead directly from the team without first appointing a new lead. This ensures the team always has a person in charge.

   Tipp: Best practice: First appoint a new lead, then remove the former lead – now a 'regular member' – from the team, if desired.

Set up cross-team approvers

admins

1. When do I need a cross-team approver?

   When someone is required to approve requests from a team they do not belong to themselves (e.g. a plant manager across multiple shifts, an HR officer with cross-departmental responsibility).

2. Open team

   Administration → Teams → select the desired team.

3. Add approver

   In the 'Approvers' section, use 'Add Approver' to add the desired employee.

   Tipp: Approvers are explicitly not members – they do not appear in the member list, but they do have access to this team's requests.

4. Revoke permission

   Via 'Remove Approver' (Revoke). The permission is not hard-deleted but revoked with a date. Past approvals remain valid and traceable.

   Tipp: In the history, you can see who held approver rights and when – important for audits.

Remove employee from the team

admins

1. Prerequisite: no lead

   The lead cannot be removed directly. First appoint a new lead, then the previous one (now a regular member) can be removed.

2. Remove member

   In the member list, click 'Remove' next to the desired member. The action is recorded with a date in the audit trail.

   Tipp: Already booked times and approved requests are retained – you are only revoking future membership.

3. Reset primary team

   If the removed team was the employee's primary team, assign a new primary team so that the employee does not become 'team-less'.

   Tipp: If the person is leaving the company, also deactivate them in the user area (see manual chapter 'Contracts').

Edit or close team

admins

1. Change master data

   Administration → Teams → Click on the team → 'Edit'. The name and colour can be changed at any time.

2. Deactivate team

   Set a team to 'inactive' if it is no longer to be used. It will disappear from active lists, while the membership history is fully retained.

   Tipp: Recommendation: Use 'Inactive' instead of 'Delete' if the membership history must be retained for compliance reasons.

3. Delete team

   A team can be deleted if it no longer has any members. If members still exist, Jobilino will reject the deletion.

   Tipp: Best practice: Remove or move members first, then delete the team.

View org chart

1. Open org chart

   Administration → Org chart. You will see all active teams as cards – each with a lead, member list and colour.

2. Workday style

   The layout is deliberately a tile overview (not a strict hierarchy tree). An employee who is a member of multiple teams will appear in multiple cards.

   Tipp: The 'Primary Team' label identifies their home team – relevant for future approval workflows and reports.

3. Quick Access

   Clicking on a team card opens the detail view (members, lead, approver).