Join Nick Brazzi for an in-depth discussion in this video Managers: Create groups and manage team members, part of Microsoft StaffHub Essential Training.
- [Instructor] When you start with StaffHub, after you create a team, here on the main schedule page, you will see at least one group, but probably two. The groups are represented by these two rows. One group you can think of as managers, and the other group as normal team members. But there are no strict definitions that you must follow here. In this movie, I want to show you how to add more groups, invite more team members, and get your team members sorted into groups. Now, what I have here is pretty standard.
I'm listed alone in the manager group. I just see my name listed in that group. But I have not yet named that group, so let's do that now. I'm going to click on this field right next to where it says zero hours. And I'll give it a name. I'm going to call this Managers, click outside of that, and the name is set. I can always go back and change it if I need to. Now, the other person that I invited during the normal setup process is automatically sorted down into this other group. The company we're using for our example is going to be a bank.
So let's identify this group as the tellers who work at the customer windows at this bank. So I'll click on the name field here, give it a name for Tellers, click outside of that, and that name is now set for that group. So far so good. Later, as the manager, I'll be building a schedule for these people. But for now, let's add some more people to the team. Now, there's one really obvious option here. There's a button on each of my groups that says, "Add Member". So, if I click on this Add Member button right here, it will add a new person to my team and also sort them into this specific group at the same time.
And I want you to notice there are some fields missing here. There's a First and Last Name field, but there's no email address field. So I'm not able to search for this person by their email if I add them right here on this screen. But I can search for somebody by their name. Now, there's something else missing here, but we haven't talked about that yet. So for now, I'm just going to use the First Name field, search for Lea, so it searches my organization, finds who I'm looking for. That's great. Click on the name. I do have the option to plug in their phone number if I wanted to send the text message with a link to download the mobile app.
I'm going to skip that, and I'll just hit Add. Great, so like I said, Lea has now been added to the team and sorted into this group all in one move. Now, let's look at a different way to add somebody to the team. So, looking up here at the top of the window, I've been in the Schedule view. I want to switch over to the Team view. So I'm going to click on Team right here. And this is a list of my team members. They're all listed together, regardless of the groups. There's a Reinvite button next to anybody who has not yet accepted their invitation.
I can always hit this button, and it would send a new email message reminding them of that invitation. So, as you might guess, to add a team member from here, I just need to hit the button that says "Add team member". So, let's go through that. So I click on that and I get a few fields. Now, in addition to the First and Last Name fields, I also have the email address field here. So if I only have the person's email address, this is the screen where you'll want to go. Then there's this menu over here to set your permissions. If I click on that, we can see the two options.
So each member of the team has either Admin permissions or Read only permissions. We've talked about this just a little bit. This has no connection to whether your an admin in Office 365. It's a setting that applies only here in StaffHub. So we've talked about before how an admin is a person who can create the schedule and assign shifts to other team members. Now, the admin also has the ability to invite new team members and remove team members. So that's what I'm doing now. And I'm only able to manage my team members because I'm an admin.
If you create the team, by default you are the admin. But when you add new members, you can choose to grant them admin permissions. So let's do that. I'm going to set admin permissions for the person that I'm going to add here. And let's just do a quick search. And we're going to add somebody called Stewart. It will search my organization. Found the person I'm looking for, so I'll select that. Fills in the rest of the information. And it's important that I hit this Add button. And now that person has been added to my team, and they will receive an invitation.
All right, let's add one more person to the team. So again, I'll hit Add team member. And I'm going to search that person's name. Select them here. And let's give this person admin privileges as well. Make sure I hit Add. And now that person has been added. So now, if Frederic or Stewart sign into the StaffHub website, they will have the ability to do all of the things that I'm doing now. Judson and Lea will be locked down as read-only team members.
Now, it's more typical to only have one admin, so just to get on a more normal footing, let's set everybody except me as read only. So I'm going to set Stewart to Read only. And once I make that change I hit Save, and it's updated. And the same with Frederic. I'll click on where it says Admin. I'll change him to Read only, hit Save, and now those changed have been applied. So I'm the only admin now. Another thing we should see on this screen before we leave is that you can delete team members from this screen.
So if you point at any of the team members, you'll see a little trash can will appear next to their name. And if you click on that, it's going to ask you to confirm that you want to delete them. This will remove that person from the team, which will naturally remove them from any groups they've been sorted into. And it will also delete any schedules that have been assigned to them. I don't want to do that, so for now I'm just going to hit Cancel. So now we've seen two ways to add team members to the team. But let's go back and finish with groups.
So I'm going to go back to the Schedule view by clicking this Schedule button. Now, even though we've added more members to the team, they do not appear in any groups. And I cannot assign them shifts on a schedule until they are in a group. So let's add them to groups here. So, of course, we could just hit Add Member right here in this group, so let's do that. And we're going to add Stewart to this group. I'll just start typing his name. And you can see the process is the same. Even though this person is already a member of the team, if I want to add them to the group, this is what I'll do.
So, I've found him in the search. Click on his name, hit Add, and now he's been added to that team. So now, I also want to add Frederic to the schedule, but I don't want him to be in the tellers group. I've got a different group of workers that I want to add to my schedule. So I'm going to hit this button down here that says "Add group". And again, we're using an example of a bank, so let's say I've got some account specialists. That's the name I'll give to this group. Click outside to set that.
And now, instead of adding Frederic to this tellers group, I'll had him to this account specialists group. And I'll hit Add. And now I've got all of my team members assigned to groups here on the schedule page. At this point, you might be wondering if you could move a team member from one group to another. And you're not really able to do that. However, you could add somebody to two groups at the same time. So if somebody on my team was promoted from teller to account specialist, I would add them to the account specialist team.
Now, if they already had shifts on their schedule, I would want to wait until they finished all of their currently scheduled shifts as a teller, and then I could remove that person from the teller group. So how do you remove somebody from a group? Well, it's pretty easy. If you point at any of these people, you'll see this button with three dots will appear. I can click on that, and it opens up a menu. There's an option here to send that text message invitation again. Then there's an option to Move team member and Remove from group.
So if I choose Remove, it will remove that person from the group. But it will not let me do that if they have upcoming shifts on the schedule. If they did have shifts, then I would need to wait until those shifts have finished or delete those shifts from the schedule before I can remove that person from the group. And of course we'll see how to manage schedules and shifts in another movie. Now, there is an option here to move a team member, but that option does not let you move a team member from one group to another. It only lets you change the order of people within a specific group.
So, if I choose Move team member, now I can move Judson up and down in the list just by hitting the arrow keys on my keyboard. So if I want to put the people in the group in a specific order, this is how I would do it. Once I have him in the right spot, I just click anywhere outside of the group, and that order is now set. Okay, so now we have groups. We know how to add people to those groups or to the overall team. And we can grant admin permissions if necessary.
In this course instructor Nick Brazzi shows managers and employees what they need to know to use StaffHub. He begins by showing how to create a team in StaffHub, invite employees to join teams, and organize employees staff into groups. Next, Nick covers all the aspects of work schedules—from how to create, modify, and view schedules to how employees can work together to cover shifts. He shows how to send messages to team members, share files with team members, and post communications using Day Notes. Lastly, Nick covers how to modify StaffHub settings to tailor it to your company and team.
- Creating teams and groups
- Managing teams
- Accepting invitations
- Managing multiple active teams
- Building a schedule
- Setting shifts
- Viewing a schedule
- Requesting time off
- Requesting to swap a shift
- Approving swaps
- Approving time off requests
- Sending messages
- Sharing files with teams