Teams: Create, Edit and Delete

Article Links Introduction | Create a Team | Edit a Team | Delete a Team |

TEAM INTRODUCTION

A team is the lowest level in an organization. 
Note: The Express LMS is a basic features LMS and does not include Regions as a part of the Organization Structure. Express LMS users should ignore any references to Regions.

The following applies to teams:

1. You can create as many teams as needed.
2. In general, you should create one team for every job role. Everyone that is in the same job role should be in the same team. When you assign job specific training to the team, users will automatically be assigned the training that applies to that job role.
3. Every employee must be added to a team.
4. A user can only be in one team at a time.
5. A user’s team can be changed at any time. Refer to the Users: Create, Edit and Delete article for instructions to change a user's team.
   
   

Back to top

CREATE A TEAM

Follow these steps to create a team:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Teams link on the left navigation bar.
3. Click the New button at the top of the Manage Teams screen.
4. Click the Select button to the right of the Department field.
   • Select the desired department from the list of available records.
   • Click the Select button to complete your Department selection and return to the Create Team screen.
5. Complete any required entry fields (denoted in red).
6. Complete any optional fields as desired (denoted in black).  Most optional fields are self-explanatory.  The following optional fields are explained as follows: 
   1. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative.  Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS. 
   2. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
   3. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
   4. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
   5. Max Active Users: Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
      BEST PRACTICE: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
   6. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
7. Click the Save button.
8. Click the Close button after the Team Created confirmation appears.
9. Your newly created team will appear on the Manage Teams screen.

Back to top

 EDIT A TEAM

Follow these steps to edit a team record.

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Teams link on the left navigation bar.
3. Search and locate the team following the directions provided in the Using Search article.
4. Click the Edit button to the left of the desired team name.
5. Make the desired changes on the Edit Team screen.
6. Click the Save button located on the menu bar.
7. Click the Close button after the Changes Saved confirmation appears.
8. You will be returned to the Manage Teams screen.

Back to top

 DELETE A TEAM

Before deleting a team, verify there are no users assigned to the team. Deleting a team with users will delete the user records and all completion records associated with those users. Refer to the Users: Create, Edit and Delete article for instructions to change a user's team before deleting a team. Follow these steps to delete a team:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Teams link on the left navigation bar.
3. Search and locate the team following the directions provided in the Using Search article.
4. Click the red Delete button to the left of the desired team name.
   Note: If the red Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete teams.
5. Click the YES button on the Confirm Delete screen.
6. Click OK on the Delete Succeed confirmation screen. The team will be deleted from the LMS.

Should a team be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted team and any lost user data and their completion records. If deleting teams is part of a larger re-organization effort, contact support@convergencetraining.com. They may be able to provide assistance to automate the reorganization.

Back to top