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Manage teams in Personio Conversations

 

In this article, you will learn how to create, edit, and archive a team in Conversations. You will also learn how to add and remove team members.

 

The purpose of teams in Conversations

Teams exist in Conversations so that employee requests can be assigned and processed by the correct experts. You can create teams that correspond directly to departments or projects within your organization, such as Office IT, People Operations, and HR. This means that you can centralize all related requests and allow experts to collaborate effectively within and across teams.

Tip
When making a request, employees are required to select the team that is most relevant to their question. For example, an employee would select their company’s Finance team when making a request about expenses.

 

Create a team

Teams are created in Conversations in the first instance and are not tied to any existing team structures in your Personio account.

Only those with the role of expert can create teams in Conversations. You can learn how to assign an employee the role of expert in the article Manage users in Personio Conversations.

To create a new team, follow these steps:

  1. In the main navigation sidebar in Personio, go to Conversations.
  2. In your user profile at the top left, click the drop-down arrow and navigate to Settings > Organization > Teams.
  3. Click Create team.
  4. You will need to complete the following fields:
    Field

    Information
    Team type Using the drop-down menu, select the relevant team type
    Team name Choose a name for the team that you want to create
    Team email The team email is automatically generated based on the team name
    Team visibility You have the option to mark a team as Internal only. This means that the team will not appear as part of the selection when employees go to submit a request to a specific team
    Associated Slack channels Requests from these channels will be automatically assigned to this team
  5. Click Continue.
  6. Under the Add categories section, use the checkboxes to select the categories that apply to your team and click Add categories.
  7. Under Invite team members, use the search bar to add existing experts from the list. If they are not in the list, then you can type the email address of the person who you want to invite. If you do not want to invite team members at this time, then you can click Skip this step. 
  8. Click Create team.

You can create an unlimited number of teams in Conversations.

 

Edit a team

Note
Only team members can edit a team.

You can edit the name, working hours, visibility, categories and associated Slack channels of a team. To edit a team in Conversations, follow the steps below:

  1. In the main navigation sidebar in Personio, go to Conversations.
  2. In your user profile at the top left, click the drop-down arrow and navigate to Settings > Organization > Teams.
  3. Click the three dots icon to the right of the team name.
  4. Select Edit.
  5. Enter the changes that you want to make, for example, the team’s name or working hours.
  6. Click Save changes.

 

Archive a team

Note
It is not currently possible to delete a team. You can, however, archive a team. No data is actually deleted and archived teams can be activated again if necessary.

Archiving a team means that:

  • Requesters cannot select that team when sending a request.
  • Members of the archived team won’t be able to see existing requests that are assigned to that team.
  • Requesters cannot interact with existing requests that are assigned to that team.
  • Requests that are assigned to that team will be preserved in their current state.

To archive a team in Conversations, follow these steps:

  1. In the main navigation sidebar in Personio, go to Conversations.
  2. In your user profile at the top left, click the drop-down arrow and navigate to Settings > Organization > Teams.
  3. Click the three dots icon to the right of the team name.
  4. Select Archive Team.
  5. In the dialog that appears, click Archive Team.

 

Add a team member

Notes
▶︎ Team members need to be added, they cannot join a team otherwise.
▶︎ New team members can see the history of that team’s requests.

Before you add a team member in Conversations, check that they have been assigned the relevant role in Personio. You can still invite a new team member without this step, but they won't have access to Conversations until they have been assigned the role in Personio.

To add a team member in Conversations, follow these steps:

  1. In the main navigation sidebar in Personio, go to Conversations.
  2. In your user profile at the top left, click the drop-down arrow and navigate to Settings > Organization > Teams.
  3. Click the three dots icon to the right of the team name.
  4. Select Manage members.
  5. Enter the email address of the employee who you want to add.
  6. Click Invite members.

 

Remove a team member

Note
If an employee leaves your organization, you will need to manually remove them from any teams that they are a member of.

To remove a team member in Conversations, follow these steps:

  1. In the main navigation sidebar in Personio, go to Conversations.
  2. In your user profile at the top left, click the drop-down arrow and navigate to Settings > Organization > Teams.
  3. Click the three dots icon to the right of the team name.
  4. Select Manage members.
  5. Click Remove next to the team member who you want to remove.
  6. Click Confirm.