Teams Guide (Timesheet Builder)
Team management in Jira: Create, organize and link teams
Teamwork makes everything easier, also with Jira. In the software, teams ensure that all information on a project can be stored and processed in a single source of truth. Teams create perfect working conditions, independent of time and location.
But how do you create structured teams to which you can add Jira tasks or boards? Can you add multiple members with bulk operations? How to get the perfect overview of your created teams?
Timesheet Builder for Jira has the "Teams" module, which allows you to do all the mentioned use cases quickly and easily in a single area with a few clicks. Save time and resources with this powerful tool! We'll show you how to use it efficiently.
Organize Jira teams easily with Timesheet Builder: our guide
Step 1: To create a team, first navigate to your Jira instance and select Teams (Timesheet Builder) in the Apps tab. By clicking on the Create Team button, you create a new team.
Step 2: The following screen will show up for Cloud version:
The following screen will show up for Data Center version:
Now, first insert the name of the team. Then you need to specify a Team Lead. This person will act as the administrator of the team. By default, this is always the person who is about to create the new team. Finally, the description of the team is optional, but highly recommended to keep track of many teams.
In Data Center version you also have an option to choose, if team will use secured or public Worklogs visibility. Please note, that secured option wil be available in the dropdown only if it is allowed on instance level.
Step 3: After you have created the team, you will be redirected to a team list page:
Step 4: Click on the team name, and you will see the Team Overview page, which contains details about the logged time, permissions, general information, team capacity and more.
If you need more information about the working and non-working days of your team, general information, such as team name, team lead, or team descriptions, please select the General Information page in the dropdown menu Edit team. To manage team members, please choose Team members. For managing roles and permissions, you can select Roles & Permissions.
Step 5: On Team Members page click on the Bulk add members and add any Jira users you want, for example:
Or you can use the Sync Members of a Group to this Team feature and the Sync now button to automatically update the list of team members. To do that, click on Sync Members of a Group to this Team, select a group of Jira users from the dropdown menu, and click on the Next button.
View how many users are currently in this group, click Save, and the group of users will be added to the team. After that, if some users join or leave the group, you can just click on the Sync now button, and the team members list will update automatically without any efforts!
Delete the group in the Sync team members window to exclude the users of this group from the team.
Please note, that Bulk Add Members and Sync Members of a Group to this Team options are available only if Team Actor is chosen on Configuation level. If these options are disabled, please contact your Jira Administrator for details.
Please note, that due to Jira limitations, it is possible to synchronize 50 Jira group members n Cloud version and 100 Jira group members. If you are getting troubles, please kindly reach out to our support.
Step 6: On the Team Members page, you can now see the individual members, their role, and their commitment, i.e.. In addition, you can see when the user joined or left the team.
Step 7: In the General information tab, you can define working and non-working days, tickets scope, team mates are allowed to work on, general information, which includes team name, team lead and description.
Working days are the regular days your team is working every week, usually from Monday to Friday.
When clicking on non working days, you can define special holidays or vacation times for your team. You could also define that every second Friday, your team has a day off.
All changes you implement apply to the whole team. If the team members have different non-working days, they can select this independently in the My timesheet section.
Step 8: On General Information page you have an option to set up scope of projects, issues, on which team participants are allowed to work. Here you can select specific Projects, Issues, Issue types. If you would like to set scope of issues according to an existing filter, you can use Filters picker.
If you would like to define scope of tickets, which have only specific statuses (for example, you would like to preent loging time to Done or Closed issues), you can create a custom filter, which contains only opened issue statuses, or you can use Issue statuses picker and choose only statuses, which are relevant for you, so teammates can log time only to issues with these specific statuses.
To apply the scope please click on Apply filtering.
Step 9: To perfectly serve the specific needs of your company or workspace, you can, of course, add people individually. To do this, first click on Add Members (1) and then fill out the screen (2).
Step 10: Define roles and permissions for team members on Roles & Permission page, which is available in the dropdown Edit Team:
By default, the team lead has the permission to manage team, to view and manage team members work logs, while the team member has the permission only to work on issues.
You can create a custom role with permissions that you need – just click on the Add custom role and enter the name of the role. After that, select the required permissions in the appropriate boxes.
There are following permission levels:
Work on issues – When enabled, this user will be able to add, edit and delete own work logs
View team member work logs – When enabled, this user will be able to view work logs of other team members
Manage team member work logs – When enabled, this user will be able to view and edit work logs on behalf of other team members. This user will be able to add new work logs on behalf of other team members
Manage this team – When enabled, this user will be able to manage team (edit team members, close and reopen periods), view team members work logs
Now, you can set this role to any member of the team on Team Members page, which is available in the Edit Team dropdown.
Step 11: The main overview allows you not only to see the full list of teams, but to filter teams by members, team leads, or texts. This gives you a comprehensive impression of the existing structures. Also, you can use the Timeline view, that allows you to get a structured visualization of the working time of each team member and the whole team.
With the Timeline view, you can track work logs and make realistic estimates for task efforts. Use the Group by filter to get a better structure of work time. You can group it by project, work log author, assignee, issue, and many other individual filters – just select what you need.
Using the settings button in the top right corner, you can set the time format (days, hours, minutes) that will be displayed in the Timeline.
View overall result of the team's work in the selected period with required parameters and get a perfect overview of your team's capacity!
You can export team timelines to Excel, CSV, or PDF format. To do that, find the export button in the top right corner of the page, click on it, and select the appropriate export format.
Step 12: As a team lead, you can close and reopen periods on Overiew page. If period is closed, team members cannot add any new work logs to this period or edit any work logs of closed period. This option is helpful, if internal organization processes include reporting, sending invioses, etc., when data of billed periods cannot be changed.
The easiest way to structured Jira teams
If you are responsible for large or multiple teams, Timesheet Builder and its integrated “Teams” module is the perfect tool. Thanks to this integration, you can now track progress and calculate future tasks.
Bulk operations save precious working time and prevent human errors. With Teams, you are up-to-date on team capacity and hours booked for a project.