Teams in the schedule and subordinates’ schedules
In the Work schedule section a manager sees the schedule of their people and can manage it: set statuses, book desks, fill in and lock templates. This article covers what the team blocks on that page are made of, how “My team” differs from a named team, and what exactly a manager can do with a member’s schedule.
Three kinds of team blocks
The Teams block on the Work schedule page is not one list but several. They are built from three different sources, and the same person can appear in two blocks at once.
| Block | Who is in it | Where it comes from |
|---|---|---|
| “My team” | Your direct subordinates | The Subordinates list and the Manager field in employee profiles |
| A named team | All members of a group you manage | The Teams field in your own employee profile |
| A department | Employees of a department | The org structure: you are listed as the head of that department |
The blocks carry two counters, and they count different things. Next to the “Teams” heading there is the number of named teams, and under each team name a “Colleagues: N” counter, where N is the number of members excluding you: a team of seven that includes you reads “Colleagues: 6”.
“My team” is not a separate entity but a composed block. No such group exists in the settings: the name is substituted automatically, and the membership is defined entirely by the profiles of your subordinates. Empty blocks are not shown on the page.
Where a named team comes from
An ordinary group becomes a team when an employee is appointed to manage it. This is done in the employee profile, not on the group page: the Teams field with a “No teams” / “Selected teams” switch, whose caption states the effect directly — “User gets the rights to manage work schedule and bookings of selected teams”.
Two consequences that often come as a surprise:
- Groups have no separate “team” type. The same group can serve both as an access group for desks and as a team.
- To give a manager a team, you edit the profile of the manager, not the membership of the group. The team membership is the group membership.
Groups themselves and their membership are configured in the Groups & Teams section of the admin console.
What you can do with a member’s schedule
A member’s row offers the same actions as your own, plus several management ones.
| Action | How it is done | Notes |
|---|---|---|
| Set or reset a status | Click the day cell | Past days of a subordinate can be edited — unlike your own |
| Book a desk | The “Office” status in the day cell | The desk is picked by the same rules as for yourself |
| Change the work schedule | The “Edit” link in the member card | Opens the “Work schedule” window |
| Fill in or clear the template | The “Work schedule” window | While the lock is on, the template days cannot be edited by the manager either — the manager first releases the lock with the same toggle |
| Prevent the employee from changing the template | The “Lock the schedule changes for the employee” toggle | The employee then sees “The schedule template is fixed by the manager” |
| Change the work mode and attendance target | The “Work schedule” window, the “Work mode” block | See the article on office attendance mode |
The full set of a manager’s capabilities, including bookings, requests and reports, is described in “What a manager can do”; who counts as a subordinate is covered in “Employee reporting lines: overview”.
Changing the status for a whole block
A status can be set for an entire block at once — a team, a department or “My team”. This helps when a department leaves for an offsite or a team has a corporate day off.
- The block must contain no more than 30 people. Otherwise the system refuses: “To change the status of a group, there should be no more than 30 people in it”.
- Only a specific status can be chosen: if the “Remote” group has sub-statuses, the base status cannot be set in bulk.
- The status is applied to every member of the block, not only to those visible on the screen.
- A bulk status removes the desk bookings of everyone it is applied to, by the same rules as an ordinary status change.
Worth remembering separately: when the status is changed in bulk for a department, it is applied to you as well, even though you do not see yourself in the member list.
How many people are visible
The member lists are capped, and there is no warning about it on screen:
| Block | Cap | What happens beyond it |
|---|---|---|
| “My team” | 100 people | Part of the subordinates is shown; which part is not defined |
| A named team | 100 people per team | The same |
| A department | 100 people per department | The same |
| The summary row of a block | counted over the loaded members | In a large block the summary describes the first hundred, not the whole team — it cannot be relied on |
A collapsed block shows a common status for a day only when it is the same for every member. Otherwise the cell holds one of five values:
| What is in the cell | What it means |
|---|---|
| “?” | Nobody filled the day in |
| “Different schedule” | The members’ statuses diverge |
| “Remote”, “Not working” | The base status is the same for everyone, the sub-statuses differ |
| A specific status or a short office name | The same for every member |
| “WKND” | A day off in the company work calendar. This is not the result of comparing statuses: the day is non-working for everyone at once, and no statuses are set on it |
The summary is counted over the members loaded into the block — no more than a hundred of them.
Limits and common misconceptions
| Misconception | How it actually works |
|---|---|
| “My team” is a group that can be configured | It is a composed block of direct subordinates; no such group exists |
| To give a manager a team you edit the group | You edit the manager’s profile, the Teams field |
| A bulk status can be applied to any number of people | No more than 30 at a time |
| An empty cell in the collapsed row means nobody filled it in | It means the statuses diverge, or the block holds more than 99 people |
| Starring a colleague adds them to my team | No, these are independent lists |
