In order to start managing the work of your teammates you need to add them to Teamdeck. If you click on Calendar in the top menu bar you’ll see that you’re already on the list of people - it’s time to add more!

Go to Settings (top menu bar) and click on People.  What you’ll see is the list of people that are already added to your organization. There are a couple of elements that can help you search this list:

  • a filter that allows you to display the team members, basic resources or only the people that haven’t accepted your invitation yet.
  • search bar where you can start typing a name or an email to quickly find a person from the list. Once you add some custom fields you can also filter people by them. 
  •  name ascending/name descending option to sort the list.

ADD NEW PEOPLE

If you want to add multiple people at once, scroll down to Import people.

In order to add a new person to your organization you need to go to Settings > People and click on a plus icon in the bottom right corner.

A dialog box will appear asking you to choose whether you want to add a new team member or a new basic resource. 

ADD TEAM MEMBERS

Go to Settings > People and click on a plus icon in the bottom right corner. Then, choose Team member from the dialog box.

First, type in the name of the person you want to add to your organization.

Next, you’ll be able to specify custom fields related to this person (learn more about custom fields here). If you don’t have any defined custom fields yet, you will be redirected to the Custom fields tab to add them. If you have already specified some, you can simply fill this field out.

Then, head to team member settings:

Start with picking a role for your team member. Check the roles and their rights in the infographic above. Then, type in the email address of your new team member. We will send an email invitation and this person will have to activate the account: you will see this team member listed in your Calendar immediately. 

One last thing you have to specify is whether you want this team member to be able to specify their hourly availability. It’s a useful feature for people who work on a part-time basis because you know when exactly you can expect them at work. 

When you’re ready click Add. Your invitation will be sent to your new team member. 

ADD BASIC RESOURCES

Go to Settings > People and click on a plus icon in the bottom right corner. Then, choose Basic resource from the dialog box.

First, type in the name of your new basic resource.

Next, you’ll be able to specify custom fields related to this person (learn more about custom fields here). If you don’t have any defined custom fields yet, you will be redirected to the Custom fields tab to add them. If you have already specified some, you can simply fill this field out.

When you’re done, click Add. Your new basic resource will appear in the Calendar immediately. 

Add more information about people: you can provide details about people in the form of custom fields. Click here to learn how to add and manage them.

IMPORT PEOPLE TO YOUR ORGANIZATION

You can import multiple people using a .csv/.txt file or paste data from your spreadsheet. 

NOTE: You have to have owner rights in Teamdeck to import people. This feature is only available for Business Plan users.

In order to import new people, go to your organization’s Settings -> People and click on the plus icon in the bottom right corner. Then, choose Import people.

Option 1 - Upload a .csv file

You can download a .csv file template to populate with your data.

There are several columns in the file:

  • Type - type Team Member or Basic Resource (read more about types of people in Teamdeck here)
  • Name - type their name
  • Email - type their email (leave empty if this person is a Basic Resource)
  • Role - type Regular, Manager or Owner (leave empty if this person is a Basic Resource) - you can learn more about roles here
  • Hide from calendars and reporting - type Y if this person should be hidden from calendars and reporting, type N if they should be listed everywhere. 
  • Will have to specify working hours - type Y if this person is a part-time employee who will define their availability separately, for full-time employees type N
  • Job title - an additional custom field
  • Department - an additional custom field

The columns in bold have to be filled out. 

Team Member, Jane Doe, janelovesteamdeck@gmail.com, Manager, N, N <- would be a team member with manager rights who works full time and is listed in the Calendar. 

Columns Job Title and Department are additional custom fields. You can fill them out or not. If you don’t want to import custom fields, simply remove their names from the first row. 

Remember to use square brackets when adding custom field values:

Team Member, Jane Doe, janelovesteamdeck@gmail.com, Manager, N, N, [Frontend Developer], [Development] <- means that this person’s job title is Frontend Developer and they work in the Development department

You can add multiple tags per custom field but remember not to separate them with commas:

Team Member, Jane Doe, janelovesteamdeck@gmail.com, Manager, N, N, [Frontend Developer], [Development] [Growth] <- the latter two tags all belong to the same custom field (Department) and thus are not separated with commas. 

You can also add your own custom fields (note: if you haven’t added them to the app yet, they will be automatically created). In order to do that add the name of your custom field to the first row and populate the rest of the rows with appropriate values. Make sure the order of your tags reflects the order of fields in the first row:

First row: Type, Name, Email, Role, Hide from calendars and reporting, Will have to specify working hours, Office (Office is a new custom field) 

Other rows: Team Member, Jane Doe, janelovesteamdeck@gmail.com, Manager, N, N, [Los Angeles] (Every tag corresponds with a field name from the first row)

Option 2 - Paste from an .xls file

Prepare your data in a spreadsheet. The first row should consist of the names of the fields. Type, Name, Email, Role, Hide from calendars and reporting, Will have to specify working hours fields are obligatory:

  • Type - type Team Member or Basic Resource (read more about types of people in Teamdeck here)
  • Name - type their name
  • Email - type their email (leave empty if this person is a Basic Resource)
  • Role - type Regular, Manager or Owner (leave empty if this person is a Basic Resource) - you can learn more about roles here
  • Hide from calendars and reporting - type Y if this person should be hidden from calendars and reporting, type N if they should be listed everywhere. 
  • Will have to specify working hours - type Y if this person is a part-time employee who will define their availability separately, for full-time employees type N

The rest of the column can be your custom fields (note: if you haven’t added them to the app yet, they will be automatically created). Add their name in the first row and populate the rest of the rows with appropriate values. If you want to add multiple tags per custom field, type them in one cell together. Remember to use square brackets for the custom field values.

When your spreadsheet is ready, copy the cells and paste them into the designated table. 

Review your data

Once your data is uploaded but before the import starts you can double check the data you’re about to import. This is your chance to edit your entries or remove any unnecessary tags. Teamdeck will also inform you about inconsistencies. When your data looks good click Start import.

Teamdeck will inform you about inconsistencies or errors in your data. You’re able to fix them right in the app:

EDIT AND REMOVE PEOPLE

Go to Settings > People and click on the person you want to edit/remove from your organization.

You can edit the information right away when the form opens. When you’re done, click save.

In order to remove a team member, click on the more options icon in the bottom left corner and choose remove. Click yes on the popup, and you’re done.

If you want to remove a basic resource, click on the trash bin icon in the bottom left corner and then click yes on the popup. 

Did this answer your question?