Join Nick Brazzi for an in-depth discussion in this video Managers: Create a team, part of Microsoft StaffHub Essential Training.
- [Instructor] The first thing that will need to happen in StaffHub is that the manager will need to create a team. A manager is simply a StaffHub user with admin permissions. The person who creates a team is by default the admin or manager of that team. The manager is responsible for making a schedule and assigning shifts to team members. Managers are also responsible for approving any changes to the schedule. Now, you do not need to be an Office 365 administrator in order to be a team manager.
In fact, any member of your organization can create a team. It does not connect in any way to your Office 365 administration or your company's hierarchy. They just need admin permissions for that particular StaffHub team. In fact, you could be the manager for one team and also be a normal team member on another team. But that's a little bit unusual. In most normal situations, there will be one manager. That one manager will create the team and then assign staff members to that team.
The point is if you plan to act as the schedule manager, you'll need to start by signing into StaffHub, create the team, and then invite your team members. So this movie is intended for managers who will be the very first person on their team to sign into StaffHub, and then will create the team. Staff workers who are invited to join a team might want to skip to that movie later in this chapter. So it looks like this. The manager will start by going to staffhub.office.com, and then sign in by hitting the Sign In button here near the top right.
Then sign in with your Office 365 account. So I've typed in my email address and password, and then I'll click Sign In. So if you are the very first person on your team to sign into StaffHub, and of course you have not been invited to join another team, this is what you'll see. It's prompting me to create a team. And there's really nothing else I can do until I've set up a team, so let's go through the process. I'm going to hit Begin Setup. I'll need to provide a name for this team.
Now I'm going to create a team to schedule employees at a bank, and the name of that bank is Globe Bank. So I'm just going to use that for the name of the team. You can name your team whatever you want, I'm just going to choose that name, and I'll hit Create Team. Next I need to set the time zone for this team. This is the standard time zone for schedules that are built for that team. If any of your team members check their schedule outside of this time zone, they will see a notification telling them that the time will be offset.
Then, just as an example, if the manager is in California and schedules a shift for an employee starting at noon, if that employee is in Europe they will see that shift on their schedule at 9:00 p.m. It'll be an offset because of the time zone. So my time zone is set for Pacific time, that's fine. I will confirm this, and then I'll hit Continue. Next, there's a prompt asking for my phone number. So what's happening here is that a lot of the work in StaffHub will happen in the mobile app for iOS and Android devices.
So it's pretty important that you install that mobile app on your phone. As a shortcut, you could plug in your phone number here, then you'll receive a text message with a link to go and download to install that app. So it's a convenience thing, you don't have to do this. So for now, I'm just going to actually hit the Skip button and we'll continue on with the process. And next, I have the opportunity to start inviting team members to this team. I can invite anybody who has an Office 365 account with my organization's enterprise or kiosk deployment.
So typically, that means that you can invite co-workers at your company, but not anybody outside of your company. So what I'll do is I'll go to either the first name, last name, or email field, and then type in that information to perform a search in my team. And I don't even have to type in the whole name, I can just type in a few letters and it will perform a search. And it actually found the person I was looking for, so I'll just click on the name here. I could plug in the phone number as well to send them the download link for the app, but for now I'm just going to hit Add & Invite.
So now that person has been added to the team, and they'll also receive an email invitation to join the team. Strictly speaking, you do not need to add team members at this point. You can add additional team members later. So don't feel like you need to onboard all of your team members right now. In another movie in this chapter, we'll talk about how to add more team members later. So for now, I'm just going to stick with this. I've got myself on the team, and I've invited one other team member. So we'll continue by hitting Finish Setup.
So now I've signed in and created my team. There's some information here on the screen about a tour to walk you through some features, and that might be really helpful for you. But we're going to talk about this stuff separately in the course, so I'm not going to do the tour. I'm just going to hit Skip Tour and we can continue on. So my team is all set up, and what we're looking at here is the Schedule page. As we go through this course, we're going to build our team's schedule right here on this page. And by default, I have two groups. That's this row here and this row here.
There's the Manager group, and I'm the only person in that group because I just created the team, and by default I'm the admin, so I'm in the Manager group. Then there's another group, and this is generally where you'll see a list of all the employees that you're going to schedule. And you can have multiple groups if you want. And we're just going to talk about groups later in another movie. We're just going to leave this for now. So that's the core of what you need to do for just the initial team setup. And that's how this is going to work for anybody who signs into StaffHub, if they are not already part of a team.
If you're the manager, you're probably the first person on your team to sign in, and that's the process that you'll see. If you are the manager and this is what you saw, then you're in good shape and you might want to stop the movie now. However, for some users it's possible that you might have signed into StaffHub for the first time, and it did not prompt you to create a new team. That would mean that a team was already in place when you signed in. If that's what happened for you, then we can get a little bit more clarity by going to this link up at the top labeled Team.
And take a look around here. So this is a list of your team members. So you'll see next to my name, it says I have Admin permissions. I'm the administrator for this team because I created the team, and that's pretty normal. But like I said, if you were not prompted to create a team when you first signed in, we would look here. And if that's the case, and if you are the only admin, then the most likely explanation is that you created a team at some point in the past and simply forgot. Now if it says Read Only next to your name, then that means that somebody else created a team and invited you to join that team.
So when you signed into StaffHub, it recognized that you were a team member and it took you straight to your schedule. Now that's something we're going to talk about in another movie later in this chapter. So if you are a team member and you are just responding to an invitation, you'll see a movie about that later. But there is one other possibility. If you are listed here as an admin but there's also another person listed as an admin, then that other person might have created the team and invited you, and given you admin privileges.
And we'll also see how to do that in another movie, as well. So if you sign into StaffHub for the first time and find that you are already part of a team, and you don't want to be on that team, then you should come here and find the admin on this list, contact that person, and ask to be removed from the team. If you are the one and only admin, however, you've got two choices. You could decide to just keep this team, add new team members, and keep on running. Or you could delete this team and start over.
To delete the team, we'll start here on this Team page. We'll go over to Settings. Scroll down a bit here, and we'll talk more about these settings later in the course. But we're looking for this button labeled Delete Team. If you hit this button, it will delete the team, it will delete any member affiliations, and any schedules that have been built. So be really careful. You should be sure about this before you go in and delete your team's schedule. If you do delete the team, or if you have yourself removed from somebody else's team, then you can sign out, sign in again, and start over by creating a new team as we saw in the beginning of this movie.
And with that, you will have taken the first step to managing your team's schedule, by creating the team in StaffHub.
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