Team Members
Overview
Tired of reading? Watch this guide as a video: https://youtu.be/id3XDb_3htk
The team member list contains all team members with their roles, calendar, workload scheme, joining and leaving dates.
There is an active team member and an inactive team member list.
The inactive list contains a list of team members, whose joining and/or leaving dates are in the past or in the future. For example:
The joining date is 20.07.2020. The leaving date is 20.07.2021 → User is inactive.
The joining date is 20.07.2040. The leaving date is 20.07.2041 → User is inactive.
Inactive users cannot log time to the team. They are kept for statistics, historical reasons and to use their data for example in the Report Builder reports. Learn more about the capabilities of Report Builder and your own custom reports: https://actonic.atlassian.net/wiki/spaces/ARB/overview?homepageId=887095419&utm_source=documentation&utm_medium=article&utm_campaign=TB-documentation
How to add a new team member?
To add a new team member, you can use multiple ways:
Click on “Add members”
Sync team members with a Jira group by clicking on “Sync members of a group to this team”
How to add individual users?
To add a couple of users, please click on “Add members”.
On the opened window you can manually type username(s) in Member Name field and choose user(s) from the dropdown list.
After selecting a new team participant, please kindly review https://actonic.atlassian.net/wiki/spaces/ATM/pages/6941606169/Team+Members#How-to-set-user-settings? to apply user settings.
How to add a Jira group?
To sync a team with a Jira group, please click on “Sync members of a group to this team”.
On the opened window please select a group (1) and click on Next (2)
Check number of members who will be synced and click on Next
After choosing a group, please kindly follow https://actonic.atlassian.net/wiki/spaces/ATM/pages/6941606169/Team+Members#How-to-set-user-settings? to apply user settings.
How to apply user settings?
After choosing any adding options, you will see the “Add member” window, where you can choose which roles, holidays, and workload calendars should be assigned to the users. Furthermore, you can set their joining and leaving dates.
Member Role
To choose a team participant role, please click on the member role picker and select necessary roles from the dropdown. If you want to restrict certain permissions, please choose or create another custom role (f.ex. Viewer) and assign it to this user. The default member role can then be unselected.
If you would like to manage the list of roles, please refer to
Workload calendar
You can select a workload calendar, that will be assigned to each of the chosen users. Please select a workload calendar from the workload calendar picker.
If you would like to manage the list of workload calendars, please refer to
Holiday calendar
Holiday calendars are determined globally. Your administrator can create a calendar that contains some non-working days, such as German or French holidays. These calendars can be assigned to users or used at the team level as the default team calendar.
You can select a holiday calendar, that will be assigned to each of the chosen users. Please select a calendar from the holiday calendar picker.
Joining and Leaving dates
Using Joining and Leaving dates, you can set a team participant's working period. Once you set up join and leave dates, you can be sure that this team member will not be able to log time or manage logs out of their active period. For example, if a team member works on your team from May 1, 2023 to July 31, 2023, you can select May 1 as the joining date and July 31 as the leaving date. In this case, the user will not be able to record time for any date out of the selected activity period. Users who have access to team member statistics or can manage other team members' work logs will not be able to apply any changes or see any statistics if they are inactive on the team.
Active users appear in the Active tab, while inactive users who have left or have not yet joined the team appear in the Inactive tab.
To select a joining or a leaving date, please click on respective field and selet a date.
Please note, that:
Leaving date cannot be earlier than Joining date
Joining and leaving dates can be empty. If you leave these fields blank, the user will always be active
Joining and leaving dates cannot be earlier than the periods start date specified in the configuration. For example, if the first calculated period is May 2023, you cannot select a date in April 2023
If you subsequently change the join and leave dates, or add a user in the past period, there will be issues with the capacity calculation
How to manage a team member?
Please click on the pencil icon near the team member to start editing.
After applying the changes, click on “Edit” to save the changes, or click “Cancel” to discard them.
Please note, that the team lead role cannot be deleted. To change the team lead or to deactivate user who has the team lead role, please change the team lead in the “General settings” tab first.
Read more:
How to deactivate a team member?
To deactivate a member, please click on the X icon. The last working day will be set as the current day, and the user will be displayed as inactive the next day.
How to activate a deactivated user?
If you need to activate a user again, simply edit the user and change the leave date according to your needs.
Please note, that you cannot deactivate the team lead. To deactivate a user who has the team lead role or to change the team lead, please go to “General settings” and change the team lead first.
Read more:
You cannot set the joining and leaving days to dates that have already passed. Please note this.