A team page describes one part of your organisation: a directorate, a department, a unit or a project team. It carries a description, leaders, shared documents and a grid of the people in it, and teams can be nested. The team page holds no list of names: each person picks their team on their own staff profile, and the team page collects everyone who has picked it. This article goes through the edit screen from top to bottom, explains how people end up on a team, and lists where teams show up elsewhere.
Switch on the Teams module
The Teams menu is missing until an administrator turns on Teams under Options, Modules. A Teams tab then appears in Options with one setting, Teams page: choose the page that uses the Teams template. It is used in the breadcrumb trail and to highlight the right menu item. The module also unlocks Team news pages, covered in Add or edit team news. Team pages are built from staff directory cards, so set that module up first: see Module settings and options and Set up the staff directory.
Add a team
Go to Teams, then Add team, or open an existing team from the Teams list. Contributors can save a draft team, authors can publish their own, and editors and administrators can publish, edit and delete any team. Client sites sometimes use custom roles. See Roles and capabilities.
Title, permalink and excerpt
The title is the team’s name everywhere: the team page heading, the Teams page, the staff directory’s Browse by team dropdown, every member’s card and profile, and the breadcrumb trail. Use the name staff actually use and keep acronyms for the Keywords box. Anything in square brackets, such as “[Restructure]”, is stripped from the title shown to staff.
The permalink is made from the title when you first save. Team addresses start with /team/, and a sub-team includes its parent, so “Internal communications” under “Communications” lives at /team/communications/internal-communications/. Select Edit next to it to shorten it.
The Excerpt is a one or two sentence plain-text description of what the team does. It is shown under the team’s name on the Teams page and in the Also in list of sub-teams on the parent’s page, but not on the team’s own page. Tick Excerpt under Screen Options if the box is hidden. See Generate an excerpt.
Content
The main editor holds the longer description: what the team is responsible for, how to contact it, and links to its key pages and guides. It is printed above the sub-teams and people, so keep it to a few paragraphs. Use Heading 2 for sections. Shortcodes work here, for example for the team’s guides.
Featured image
Optional. The featured image is shown at the top of the team page, under the title and above the content, at the Large media size, with any Media Library caption beneath it. Nothing else uses it, so leave it empty unless you have a team photo or logo worth showing. See Set a featured image.
Page Attributes
This box on the right builds the team structure.
- Parent: choose another team to make this one a sub-team of it. The parent then lists this team under Also in, counts this team’s members among its own, shows above it in the breadcrumb trail, and is linked from a Parent team link at the top of this team’s page. The Teams page nests the sub-team inside its parent. The list includes draft, pending, private and scheduled teams, so you can build a structure before publishing it. Leave it as (no parent) for a top-level team.
- Order: has no effect on teams. The Teams page, the Also in list and the Browse by team dropdown all sort teams alphabetically by title. If a team must come first, change its name.
There is no Template dropdown.
Team details
The Team details box on the right has one field, Team lead(s). Pick one or more people. Each gets a staff card under a Leader heading (Leaders for more than one) above the members, is named beside the team on the Teams page, is left out of the Members grid, and is emailed when someone thanks the team on the Wonderwall. Picking a leader does not change their profile.
Boxes below the editor
Two shared boxes appear under the content. They work the same way on every content type, so Boxes on every edit screen has the detail. In short:
- Document attachments: files for staff to download, listed at the bottom of the team page under a Documents heading with a file-type icon, title, type and size.
- Keywords: extra words for search, such as the team’s acronym or old name. Words in square brackets become extra A to Z entries.
Teams have no Sidebar content, Related content or Discussion boxes, because the team page has no sidebar and never shows comments. A Tags box is present: a tagged team is listed on that tag’s archive page, and only administrators can add new tags. See Learn how tags work.
A to Z letters
When the A to Z module is on, an A to Z letters box appears on the right. Tick the letters the team should be listed under on the A to Z index, usually the first letter of its name and of its acronym. See Add an item to the A to Z index.
How people get onto a team
You cannot add members from the team edit screen. Each person chooses their team in the Team field of their staff profile, on the intranet’s Edit profile form or, for administrators, under Users. The field accepts more than one team and lists published teams only. See Update your staff profile. Three rules follow:
- Sub-teams imply the parent. Someone in “Internal communications” is automatically counted in “Communications”, so they should pick only the sub-team. If a profile is saved with both, the parent is dropped.
- Hidden people are left out. A profile with Hide from directory ticked under Admin settings is excluded from team pages, the staff directory and staff listings. Only people who can edit users see this setting. See Hide a person from the staff directory.
- Order comes from the profile. Members are listed by the Sort order number on their profile, lower first, then by first name. Leave it at 0 unless someone needs to be at the top.
What staff see on a team page
A team page is laid out in this order from the top. There is no sidebar, date, author or comments.
- The breadcrumb trail: Home, the Teams page, each parent team, then this team. See Understand the breadcrumb trail.
- For a sub-team, a Parent team link back to the published parent.
- A preview badge if the team is not yet published, then the title.
- A Wonderwall button showing the wall’s name and a count, such as “Wonderwall (3)”, when at least one thank-you names the team. Selecting it slides in a panel of those entries. See What is the Wonderwall?.
- The featured image with its caption, then the content.
- Also in {team name}: the published sub-teams by title, each with its excerpt. One column for up to three sub-teams, two columns for four or more, and from seven upwards the list is folded into an accordion showing the count.
- Leader or Leaders: a staff card for each team lead.
- Members: a grid of staff cards for everyone whose profile names this team or any of its sub-teams, minus the leaders. People from a sub-team have its name on their card. A Sort by last name or Sort by first name button swaps the order; the starting order comes from Directory name order under Options.
- Documents: the files from Document attachments.
Each card shows the photo, name, job title and phone number and links to the profile. The staff directory options Show hyperlinks on staff cards (individual links plus the email address), Show mobile on staff cards and Show grade on staff cards apply here too.
Publish the team
Select Save Draft to keep working, Preview to see the page with a “Draft preview” badge, or Publish. A draft team is not listed anywhere and cannot be chosen on a profile, so publish the structure before staff update their profiles. See Save, preview, schedule and publish pages and posts. Published teams are searchable, with a Teams filter on the results page. To keep one out, see Stop something appearing in search results.
Delete or merge a team
To remove a team, move it to the bin from the Teams list and then delete it permanently from the bin. The permanent delete is what removes the team from every profile that named it. Its members end up with no team unless they chose another, so tell them first or set their new team under Users. Deleting a parent does not delete its sub-teams; they move up a level.
There is no merge tool. To fold team A into team B, either make A a sub-team of B, which adds A’s members to B’s list, or ask A’s members to change their profiles to B and then delete A. For a rename, change the title; the permalink stays as it was, so old links keep working.
Where teams appear elsewhere
- Teams page: the page using the Teams template lists every published team as a tree, by title, with the leaders’ names and the excerpt. See Teams template.
- Staff directory: the Browse by team dropdown (renamed with Team dropdown name under Options) lists top-level teams and their direct sub-teams. See Staff directory template.
- Staff profiles and cards: a profile shows the person’s team as a trail of links, parent first, and their staff card shows the team name.
- [people team=”communications”]: lists a team’s members, including its sub-teams, on any page. See Display a list of users by team or an individual user.
- Associated teams: a box on news, news updates, tasks, blog posts and events that links an item to a team for aggregator listings filtered by that team or its parents; nothing is shown on the item itself. The aggregator’s Team block lists a team’s leaders and members. See Aggregator page template.
- Wonderwall: a thank-you can name a team; it appears in the team page’s Wonderwall panel and emails the leaders.
- Team news: each news group has an Owning team, so when a member of that team writes team news the group is pre-selected. See Display team news.