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Effective team collaboration starts with proper member management. This guide covers everything you need to know about adding members to teams, assigning them to tasks, and managing team composition.

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Adding Members to a Team

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Adding Members During Team Creation

1

Start Team Creation

When creating a new team, you’ll see an Add Members field in the team creation form.
2

Search for Users

Type a team member’s name in the search field. The app performs real-time search across all registered users in your organization.
3

Select from Search Results

As you type, matching users appear in the search results below. Each result shows:
  • User’s name
  • User’s surname
  • Profile photo (if available)
Tap on any user to add them to your team.
4

Review Selected Members

Added members appear in the “Selected Members” section. Review the list to ensure you’ve added everyone needed for the team.
As the team creator, you’re automatically added to the team and don’t need to search for yourself.

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Adding Members to an Existing Team

1

Navigate to Team Screen

From your dashboard, tap View on the team card where you want to add members.
2

Tap the Add Member Button

At the bottom of the team screen, you’ll see two floating action buttons. Tap the left button with the person add icon (person with a plus sign).
3

Search for the User

A dialog appears with a search field labeled “Search by name”:
  1. Type the name of the person you want to add
  2. The app searches the user database in real-time
  3. Matching results appear below the search field
4

Select the User

From the search results, tap on the user you want to add. Each result displays:
  • User’s full name
  • User’s email address
Once selected, the user is immediately added to the team.
5

Confirm Addition

After selecting the user, tap Accept in the dialog to finalize adding them to the team. The member list will refresh to show the new team member.
Any team member can add new members to a team - not just the team creator. This enables flexible team growth.

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Searching for Users

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Search Capabilities

The member search function supports: Search by Name
  • Type any part of a user’s first name or last name
  • Search is case-insensitive
  • Results appear as you type (real-time search)
Search by Email
  • Enter a user’s email address
  • Useful when multiple users have similar names
  • More precise for finding specific individuals

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Search Best Practices

  • Be specific: Type at least 3 characters for better results
  • Use full names: “John Smith” vs just “John”
  • Try email: If names are common, search by email instead
  • Check spelling: Ensure names are spelled correctly
If you can’t find someone:
  1. Verify registration: The user must have an account in the app
  2. Check organization: They must be part of your organization
  3. Try alternative search: Switch between name and email search
  4. Contact admin: They may not have been onboarded yet

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Assigning Tasks to Members

1

Create or Edit a Task

Open the task creation dialog (when creating a new task) or task edit dialog (for existing tasks).
2

Select the Responsible Person

Locate the Responsible dropdown in the task form. This dropdown lists all current team members.
3

Choose a Team Member

Tap the dropdown and select the team member who will be responsible for completing this task. Only one person can be assigned as responsible per task.
4

Save the Assignment

After selecting the responsible person, save the task. The assigned member can now see this task in their personal task view.
Only current team members appear in the responsible dropdown. If you need to assign a task to someone not in the list, add them to the team first.

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Viewing Assigned Members

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Viewing Team Members

From any team screen:
  1. Navigate to the team by tapping View on the team card
  2. Below the team name, you’ll see a Members section
  3. This section lists all team members with:
    • Member’s name
    • Profile photo (if available)
The member list shows everyone who can:
  • View team tasks
  • Create new tasks
  • Be assigned to tasks

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Viewing Task Assignments

To see who is assigned to a specific task:
  1. From the team task list, tap on any task
  2. A dialog displays showing the assigned member’s name
  3. If no one is assigned, you’ll see “No member assigned to this task”
Use the assignment icon in the main app bar to view all your personal task assignments across all teams.

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Member Permissions and Roles

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Team Creator Role

The person who creates a team has special privileges: Exclusive Permissions:
  • Delete the entire team
  • Remove tasks and members
  • Full administrative control
Identifying Creators:
  • The delete button on team cards is only visible to creators
  • Other members see the same team card without delete options

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Regular Team Member Role

All team members (including the creator) can: Team Management:
  • View all team members
  • Add new members to the team
  • View team details and description
Task Management:
  • Create new tasks for the team
  • Edit any task (not just assigned tasks)
  • Update task status and details
  • View all team tasks
  • Delete tasks
Personal Tasks:
  • View tasks assigned to them
  • Update their assigned tasks
  • Change status of their work
There is no distinction between regular members - all non-creator members have the same permissions.

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Removing Members

The current version of the app does not include a direct “remove member” feature. Team members remain in the team unless:
  • The team is deleted entirely (by the creator)
  • The member’s account is removed from the system
This ensures team stability and prevents accidental removal of members.

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Managing Member Changes

If you need to manage team membership: For inactive members:
  • Keep them in the team but don’t assign new tasks
  • Document their inactive status in the team description
For members who leave:
  • Reassign their tasks to active team members
  • Update task assignments and descriptions as needed
For team restructuring:
  • Create a new team with the desired members
  • Move or recreate tasks in the new team
  • Archive or delete the old team (creator only)

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Best Practices for Member Management

Consider these guidelines for team size:Small Teams (3-5 members)
  • Best for focused projects
  • Easier coordination
  • Clear accountability
  • Faster decision-making
Medium Teams (6-10 members)
  • Good for department-level work
  • Diverse skill sets
  • Requires more coordination
  • Consider sub-team organization
Large Teams (10+ members)
  • Complex projects with many tasks
  • May benefit from breaking into smaller teams
  • Use clear task assignments to avoid confusion
Effective task assignment:Match Skills to Tasks
  • Assign tasks based on member expertise
  • Consider workload balance
  • Rotate learning opportunities
Clear Ownership
  • Always assign a responsible person
  • One person per task prevents confusion
  • Use descriptions to note supporting members
Fair Distribution
  • Monitor task assignments across the team
  • Balance workload among members
  • Adjust assignments if someone is overloaded
Keep team members informed:When adding members:
  • Let them know they’ve been added
  • Explain team purpose and goals
  • Orient them to existing tasks
When assigning tasks:
  • Ensure members understand their assignments
  • Provide necessary context in descriptions
  • Set realistic deadlines
Regular check-ins:
  • Review assignments in team meetings
  • Update task statuses together
  • Reassign tasks when priorities change

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Member Onboarding Workflow

1

Add New Member to Team

Use the add member function to search and add the new team member.
2

Assign Initial Task

Create a simple onboarding task assigned to the new member, such as:
  • “Review team project description”
  • “Set up development environment”
  • “Review existing tasks”
3

Provide Context

Ensure the team description is up-to-date and informative. New members can reference this to understand team goals.
4

Gradually Increase Assignments

Start with smaller tasks to help new members acclimate, then increase complexity and responsibility over time.

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Troubleshooting

Can’t find a user to add?
  • Verify they’re registered in the app
  • Check spelling of name or email
  • Confirm they’re in your organization
  • Try searching by email instead of name
Member not seeing assigned tasks?
  • Ensure task was saved properly
  • Ask them to refresh their task view
  • Verify they’re logged into the correct account
  • Check that the task wasn’t accidentally deleted
Wrong person assigned to task?
  • Edit the task and change the responsible person
  • Update the assignment using the dropdown
  • Save the changes to update the assignment

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