In Connecteam, each feature can be assigned to groups of employees, individual users, or both. As a manager, you have full control in deciding which features each employee can access. By assigning the relevant features only to the appropriate users you can, minimize employee errors, control the flow of information, and maintain focus and clarity within your team. By editing the assignments you can add or change the employees assigned to a feature and add or remove employees.
In this article, we will go over how to assign features to smart groups, selected users, or smart groups & selected users. and how to assign users to the following features:
Let's begin!
Assigning Features & Assets: Smart Groups Vs Selected Users Vs Smart Groups & Selected Users
There are three ways to assign features or assets in connecteam: either to Smart Groups, to selected users, or to selected users and smart groups.
Smart Groups - assigning a feature or assets to a Smart Group is a dynamic assignment, that applies both to existing and future users. This means that each time you add a new user they will automatically be assigned the relevant content based on the smart groups they are a part of.
Selected Users - assigning features or assets to selected users is a static assignment, meaning the feature is only assigned to the employees selected at the time of assignment. Each time you add a new employee, you will need to edit the assignments of the feature and assign them to new users. Selected users are a great option for things like a company update you would only like specific employees to see.
Smart Groups & Selected Users - in some features you can set the assignment to be for smart groups and selected users. In this case, you will select a dynamic group you want to assign to the feature and additional users who should also have access as well. This is an excellent option if you are creating, for example, a Chat for a project and want it to be assigned to a group of employees like project managers and then a few additional employees who are helping out on the project. Note that currently, this option is only available for the Quick Tasks, Updates, and Chat Features.
Now, let's get started on how to assign each feature.
Time Clock
To assign or edit the assignments of the time clock, meaning to add employees to a timeclock:
Enter the time clock feature and click on the three dots next to the relevant time clock.
Click on edit assignments. Here you have the option to select either Smart Group or Selected Users.
Selecting the relevant users or groups set your published settings and click on confirm.
Job Scheduler
To assign or edit the assignments of the Job Schedule, meaning to add employees to the schedule:
Enter the Job Schedule feature and click on the three dots next to the relevant schedule.
Click on edit assignments. Here you have the option to select either Smart Group or Selected Users.
Selecting the relevant users or groups set your published settings and click on confirm.
Quick Tasks
To assign or edit the assignments of the Quick Tasks:
Enter the Quick Tasks feature and click on the options tab.
Then click on edit assignments. Here you have the option to select Smart Group or Selected Users, o
Here you can choose to assign the chat to Smart Groups, Selected Users, or both Smart Groups & Selected Users.
Select the relevant users and/or groups, set the publish settings, review the summary, and select confirm.
Forms
In the forms feature, you will need to set the assignments for each form, not the whole feature. This gives you the flexibility to create a folder with multiple forms in it each assigned to different employees, rather than having to create endless form folders.
To assign or edit the assignments of a form:
Enter the Forms feature and select the relevant form.
Navigate to the options tab and click on edit assignments. Here you have the option to choose either Smart Group or Selected Users.
Selecting the relevant users or groups set your published settings and click on confirm.
Chat
In the chat, you assign or edit the assignments for individual team chats and channels.
To assign or edit the assignments for a Team Chat or a Channel:
Enter the chat feature, and navigate to the manage teams and channels tab.
Find the relevant team chat or channel and select edit.
Select next, and you will reach the Members Page.
Here you can assign the chat to Smart Groups, Selected Users, or both Smart Groups & Selected Users.
Select the relevant users and/or groups, set your admins, review your summary, and select confirm.
Updates
In the updates feature you will also assign or edit the assignments of individual updates, and not the entire updates feature.
To assign or edit the assignments for an update:
Enter the updates feature, and select the relevant update
Click on the Options tab and select Edit Assignments.
Here you can choose to recipients to be Smart Groups, Selected Users, or both Smart Groups & Selected Users. When choosing smart groups you have the option to decide if it is fixed meaning only the current members of the group, or dynamic, meaning both current and future members.
Select the relevant users and/or groups, set the publish settings, review the summary, and select confirm.
Surveys
In the survey feature, you will assign or edit the assignments of individual surveys, and not the entire feature. This gives you the flexibility to have one folder containing multiple surveys each assigned to different employees, rather than having to create endless folders for each survey.
To assign or edit the assignments of a survey:
Enter the survey feature and select the relevant survey
Click on the Options tab and select Edit Assignments.
Here you can choose to recipients to be Smart Groups or Selected Users.
Select the relevant users and/or groups, set the publish settings, review the summary, and select confirm.
Events
In the the events feature you will assign or edit the assignments for each event individually, and not the events feature as a whole. This can come in handy if you need to invite employees to an event after it has been created.
To assign or edit the assignments of an event:
Enter the events feature and select the relevant event.
Click on the Options tab and select Edit Assignments.
Here you can choose to recipients to be Smart Groups or Selected Users.
Select the relevant users and/or groups, set the publish settings, review the summary, and select confirm.
Knowledge Base
In the knowledge base feature, you can assign each knowledge base you have created.
To assign or edit the assignments of a knowledge base:
Enter the Knowledge Base feature and select the relevant knowledge base.
Click on the Options tab and select Edit Assignments.
Here you can choose to recipients to be Smart Groups or Selected Users.
Here you can choose to recipients to be Smart Groups or Selected Users.
Select the relevant users and/or groups, set the publish settings, review the summary, and select confirm.
Note that when assigning a knowledge base the assignment will apply to all the folders inside the knowledge base. It is currently not possible to assign or edit the assignments of individual folders inside a knowledge base.
Courses
In the courses feature you assign or edit the assignments of each course individually, and not the feature as a whole. This gives you the flexibility to have one course folder with multiple courses each assigned to different employees rather than having to create endless folders for each course.
To assign or edit the assignments of a course:
Enter the Courses feature and click on the relevant course.
Click on the Options tab and select Edit Assignments.
Here you can choose to recipients to be Smart Groups or Selected Users.
Select the relevant users and/or groups, set the publish settings, review the summary, and select confirm.
Quizzes
In the quizzes feature, you will be assigning or editing the assignments of the individual quiz, and not the entire quizzes feature. This gives you the flexibility to have one folder of quizzes, with multiple quizzes each assigned to different employees, rather than having to create endless folders for each quiz.
To assign or edit the assignments of a quiz:
Enter the Quizzes feature and select the relevant quiz
Click on the Options tab and select Edit Assignments.
Here you can choose to recipients to be Smart Groups or Selected Users.
Select the relevant users or groups, set the publish settings, review the summary, and select confirm.
Documents
In the documents feature, you will not assign the feature, rather you will assign or edit the assignments of the different document packs you have created. These packs contain the different documents employees assigned to that pack will need to upload.
To assign or edit the assignment of a document pack:
Enter the Documents feature and click on settings.
Locate the document pack you want to assign or adjust the assignments.
Where it says 'Assign this pack to', select either Groups or Users.
Select the relevant users or groups and select Save Changes.
Time Off
You can assign the time off feature to either a smart group or a selected user, however, only those assigned to the feature will be able to be added to a time off policy and request time off. Since you can always adjust the settings of a time off policy within the feature and add or remove employees we recommend that you leave the feature assigned to the All Users smart group. You should only adjust the feature assignments if there is a group of employees who do not receive any form of leave at all.
To assign or edit the assignment of the Time Off feature:
Enter the time off feature and click on the options tab.
Select edit assignments
Here you can choose to recipients to be Smart Groups or Selected Users.
Select the relevant users or groups, set the publish settings, review the summary, and select confirm.
If you are looking to edit the assignments of a time off policy, meaning to add or remove an employee from a time off policy click here.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.