Teamworks FAQs

Example: Do you have a Teamworks account and have recently been added to another account? Then this is the process for you! You can use the same username and password for both accounts. Follow the steps below to make it happen!

PERMISSION LEVEL:

Individuals can merge/link accounts at the time they are invited to another organization.

Teamworks Support can merge/link accounts if it was not completed during the invitation to join the other organization by email.

NOTES: Merging accounts in Teamworks is not compatible with any organization utilizing a Single Sign-On (SSO) for authentication.

PROCESS STEPS:

Customers can link their accounts upon receiving their welcome email

Locate your "welcome" email (if you cannot find it, check your spam folders as well)

Click the link that says join now

Click on login under I have a Teamworks account already

You will then be presented with the standard Teamworks login screen where you use your already established username and password.

Choose the organization you would like to display.

You can then toggle between the two or more organizations by clicking on the down arrow to the right of your profile picture in the top right-hand corner of your screen.

Select change organization

This will present a drop-down menu with all of the merged accounts you have, select the one you want to view

Video of Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PROCESS STEPS:

Click on the calendar in the top toolbar.

There are two ways to add an appointment to the calendar on the web application.

Quick Add - click and drag directly on the calendar, select an appointment type, add a title, appointment time and location. From there you can click add or edit if you would like to make further changes.

Add Appointment Button - in the upper right-hand corner. You will go through and add event details, title, appointment type, frequency, start and end times, location and any notes you may want to add.

Next, you can send an alert and/or set up reminder alerts.

Use the selection box on the right to add attendees. Double click a user type to add everyone in that group, click the arrow next to a user type to show all users within that group, double click individual names to add them to the appointment. Or, you can simply type the user's name into the search box, once you find them, double click their name to add them to the appointment.

When your appointment is ready to be added, click save.

Video of Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PROCESS STEPS:

Using the Teamworks web application, click on calendaron the dashboard toolbar.

The calendar will default to your personal calendar.

To view another user's calendar, click on the drop-down menu under the choose calendar section on the right-hand side of your screen, then select the user's name you would like to view.

To view multiple user calendars and/or group calendars, click on the view multiple calendars feature.

This will open up a box to select users. You can double click an entire group to see everyone in that user type's calendar or you can go through and pick individuals by expanding the user type and picking them one by one.

Your selections will populate in the box to the right, once you are finished selecting groups and/or individuals, click save.

This will open up a layered calendar view for everyone you selected in the step before.

You can click on ay appointment to get more information.

You can scroll through different weeks by using the arrows at the top left-hand corner of the screen.

To quickly move to a different month, use the mini month calendar on the right-hand side of the screen, using the arrows to go to the next month.

Then select a day for the larger calendar view to update to the week you are trying to view.

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PROCESS STEPS:

Using the web application, log in to Teamworks

Add yourself to the organization if you havent already done so

Choose the organization and team requesting the Quick Form

Click on forms

Click on create a form

Name the form

Add a description or instructions (not required)

Create your first question

From the drop-down menu to the right, choose the type of question you need

Decide if the answer is required or not

To add another question to the form, click the + sign to the right of the question box

Repeat question creation steps

To add an image

Select the portrait icon (white mountains on dark background) to the right of the question box

A popup box will appear for you to search for the image you want, the image must be in .jpeg format

Choose tosave for later which will save a copy of the form

Choose tosave and assign now which will save the form and prompt you to assign to those that need to complete the form.

Video of Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Process Steps:

Open the Teamworks app on your mobile device

On the home screen, as long as "mobile visibility" is turned on, any trips happening within the next 7 days will show up here. You can click into any of the trips on your home screen.

If the trips if further than 7 days away, you can access those by clicking the "more" tab at the bottom right of your screen, then click on the "travel" tab.

This will open up a list of trips you have mobile visibility to.

Click on any trip to view information pertaining to that trip.

Itinerary - the first tab you see, if you are a travel admin, you can click on any of the appointments and edit or delete them by clicking the pencil icon in the top right-hand corner of your screen.

As a travel admin, you will also have access to the action icon (green circle with a "+" sign) at the bottom right-hand corner of the screen, this will allow you to add a new itinerary appointment and/or send a message to travelers.

Assignments - this is where you can view details about transportation (ground and/or air) and hotel accommodations.

Vendors - as a travel admin you will have the tab for vendor information (name, phone, email, address)

Files - any files that have been shared with you about the trip will be located here.

Travelers - full list of everyone in the travel party, from here, you can click on anyone's name to open their profile and see their information.

As a travel admin, you will also have access to the action icon (green circle with a "+" sign) at the bottom right-hand corner of the screen, this will allow you to add a new itinerary appointment and/or send a message to travelers.

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Process Steps:

Open your Teamworks mobile app

Click on the "calendar" icon on the bottom of your screen

This will open your personal calendar appointments by day and will default to the present day.

To see a month view, click the gray down arrow located under the days of the week at the top of your screen.

This will expand the view and allow you to see a month view.

If there is a dot under the day, that indicates that you have appointments scheduled on that day. You can see what those appointments are by clicking on that particular day.

If you need to return to the current date, click on the word "today" in the top right-hand corner of your screen.

If you have permission to view other's calendars, you can do so by clicking the arrow to the right of your name, select the user and then click "view".

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Note: This set of instructions is how to complete a form via the web application. Forms can also be completed via mobile or external link.

How to Fill Out a Form Process Steps:

Click on forms in the secondary toolbar at the top

You will see a list of forms in the middle of the screen or you can click on the "waiting on me" folder on the left of the screen to see all forms that are available to you for completion.

Click on the name of the form to open it and complete it.

Forms can have different types of answer options, typed out/free form, radio buttons, drop-down fields and/or multiple choice.

Those with a red box around them are required to be answered before the form can be completed.

Go through the form and answer the questions.

If a signature is required, click on the "signature" tab and sign your name to the form.

Once you are ready to complete the form and submit your answers, click on the "finish" button in the top right-hand corner or at the bottom of the form.

This will take you back to the "waiting on me" folder on the main forms page.

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

How to Manage Form Results Process Steps:

Click on "Forms" in the secondary toolbar

Click on "manage forms" in the upper right-hand corner

You are now on the "form assignments" page

On this page, you will see all of the forms you have assigned and/or those that you have access to see the results.

Decide which form you want to see results for and click on the "results" button to the right of that form.

You are now on the "form results" page for the form you selected. You will be able to the name of those you assigned the form to, the status of the form and your options for individuals assigned to complete the form.

You may see some or all of the options below next to individuals the form was assigned to.

Answers - individual answers that will show in a popup box on your screen.

Download - exporting individual results.

Reassign - if someone made a mistake on the form, add notes on what needs to be completed or done differently and click "reassign".

Alert Via Email - reminding the individual to complete the form via an email message.

Alert via push -reminding the individual to complete the form via a mobile push notification.

Mark Complete - if a user completes the form manually and/or not in Teamworks, you can mark the form complete with this option.

If you would like to send a mass message to more than one individual reminding them to complete the form, click on the "alert all via email" or "alert all via push" under the "mass resend alert" space on the top of the page.

You can also utilize the filters at the top of the form results to streamline what you see on the form results page. You can filter by team, form completion status, answer text or date range.

To view all of the form results in one document, you can click on the "export to excel" or the "export to PDF" options.

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

How to Assign a Form Process Steps:

From the dashboard, click on forms

Click on "assign a form" in the upper right-hand corner

On the form assignment page, add a description. This will be the title the users will see when they go to complete the form.

Select a form assign

One Time - one and done! It can only be used a single time by the completer of the form.

Perpetual - available for use more than once/as needed by the completer.

Scheduled - can be sent on a reoccurring schedule.

By clicking on the "form link" checkbox you are creating a shareable URL to your form, which can be used in a text, email, and even social media. Anyone that clicks on the link will be able to fill out the form (a Teamworks account is not required for this link to be used).

Next, you can add a due date.

You can also add any additional notes.

Decide if you want a text and/or email to go out when the form is ready to be completed.

In the visibility section, decide who has access to view the form results.

If you want an email when someone fills out the form, you can add an email address and those entered will receive a PDF copy of results.

Select who will be sent the form

Teamworks Users - those who have Teamworks accounts

External Users - those outside of Teamworks

Shared Link only - if the form should only be completed by those with the link

If you have a multi-role form, this is where those options would be as well.

Click preview to review the settings you created.

Click modify at the bottom to make changes.

Click "assign form" to send the form out

If you created a form link, once it is assigned, you can click the edit button on the right to copy the URL for further use/sharing.

Video of Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Are you an employee of Starbucks and looking to log in to your Teamwork account? Well, we are not one and the same.

You can give their support team a call at1-866-504-7368.

You're Welcome!

-Teamworks Support Team

PERMISSION LEVEL:

Any/all users can add a calendar appointment to their own calendar

To add other users to a calendar appointment you need to have that specific permission

NOTES:

PROCESS STEPS:

Quick Add (web only):

Click on Calendar

Click and drag to create an appointment (note: must be at least one hour long and can span over multiple days)

Add in the appointment details:

Type

Title

Location

Click Add to quickly add the appointment

Click Edit Details to further customize and save the appointment

______________________________________________________________________________

Detailed Appointment(s) (web and mobile):

Click on Calendar

Click Add Appointment or click directly on the calendar

Add in the appointment details:

One-time

Repeating (e.g., daily, weekly, monthly, annually)

All day

Mandatory

Private (appointment details are only visible to those on the appointment)

Title

Type (note: these are customizable)

Frequency

Options

Date and time

Time zone

Location

Notes

Determine if Alerts or Reminders are needed

Text

Email

Voice

Alerts: send immediately when you save the appointment

Reminders: can be scheduled leading up to the event

Select Attendees

View Conflicts at the bottom (if applicable)

Click Save

______________________________________________________________________________

FAQs

Q:Can you import schedules into our Teamworks calendar?

A:No. We suggest that you transition your scheduling processes into Teamworks or utilize Calendar Sync to import any existing appointments on your calendar.

Q:How do class schedules get loaded into the calendar (if applicable)?

A:Option A: Post an excel file of the class schedules in Files within the Teamworks app and Send an Email Alert to All Teamworks Support.Option B: Automatically import classes via our Academics API. To learn more about this, please contact [email protected].

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Org/Team Super User

Anyone one that can create a file, can view the history of that file

NOTE:File history can only be viewed from the web application.

Process Steps:

Under Dashboard click Files

Click History

Use the dropdown boxes to filter your results

Click Export to download an Excel file of the viewing history

Video of Steps:Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Team/Org Super User

Anyone that can view other user profiles

NOTES: Running an advanced report can only be done when on the web application.

PROCESS STEPS:

Click on Profiles

Click on Advanced Report

Select All Teams or Current Team on the right-hand side (if you have access to multiple teams)

Configure which users to be included in the report under Define Filters

Select the information you want to see in the report under Select Attributes

Click Run Report

Filter and Save Information (if applicable)

Click Excel Export to download an Excel file

Click More to send a message, schedule an appointment, or save the report

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User and/or anyone with the Manage Team Users & Groups permissions.

NOTES:

PROCESS STEPS:

Click on Admin

Click on Attributes

To add a new attribute category, click Add Category

Give the category a title

Select which users to which the new category will be visible.

Select which users will be allowed to edit values for this category

Click Save

To add a new attribute, click Add Attribute

Add in an attribute title

Select the category to which the new attribute will belong

Select the field type

Choose the users to which the new attribute will apply

Determine which, if any, users should be able to edit their own information for the new attribute

Add information into the system either via:

Profiles

Click Profiles

Under Quick Search click on individuals name

Click on the Attributes tab

Click Edit next to the Category

Fill in information

ClickSave

Mass Upload

Put information into an Excel spreadsheet (with users names and IDs)

From your Teamworks Dashboard, click on Files

Click Add File

Select your document, either by clicking and finding it on your computer, or dragging and dropping

Give visibility to All Teamworks Support

Choose to Send an Email Alert

Click Save

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User and/or anyone with the Manage Team Users & Groups permissions.

NOTES:

PROCESS STEPS:

Locating / Viewing User Accounts

Click on Admin

Under Manage Users click the User Type (Group) for the individuals you want to view OR click on All and use the Search Bar at the top to find an individual

Adding New Users

Click on Admin

Under Manage Users click Add User

Fill in applicable information (Name, Mobile Number and Email are required)

Under the Basic Info tab within the Add User screen, scroll halfway down

Look for Account Setup and choose to send the user an Email and/or SMS account creation link

Under thePermissionstab choose to set withDefaultpermissions or Customize the level of access

Click Add User

How to Inactivate Users

Click on Admin

Under Manage Users click on the User Type (Group) where the individual is located

Click the Actions button

Select Remove from Team

Note: If you are an Org SuperUser, you will see an Inactivate button which will inactivate the users account across all teams (if they have access to multiple)

How to Reactivate Users

Click on Admin

Click on User Search

Search for their Account

Click Reactivate

How to Edit User Profiles

Click on Admin

Locate the user you would like to edit

Click Editto the far right of the user's name

Update the applicable information

ClickUpdate User

How to Mass Edit Profiles (Athletes Only)

Click on Admin

Under Manage Users click Mass Edit

Use the selection box to filter (if needed)

Make applicable changes

ClickSave Changes

Note: There is an Increment Year option which will allow you to bump up everyone a year in school

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Do you need to download the newest version of the Teamworks app?

Download from App Store

Download from Google Play

Thank you for being apart of the #TeamworksFamily

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:

PROCESS STEPS:

Add Season:

Click on the Travel tab

Click on Seasons

Add a Season Name (e.g., Fall 2017) and Start/End Dates

Click Add Season

Add Trip:

Click on Travel

Click Add Trip

Add a Trip Name (e.g., @ Opponent).

Add a Logo

Select the Date(s) of the trip

Choose to grant Mobile Visibility (this will enable your travel party to see the travel information on the mobile app)

Choose to which calendar visibility you are ready to grant, everyone, certain people or no one, if you are still planning.

Click Save

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User

NOTES: If you login via a Single Sign-On (SSO) with your institution login information, you will not be able to reset your password via Teamworks. Please reach out to your IT department.

PROCESS STEPS:

Click on the Admin tab

Locate the user (s) you need to invite or reset their password

Click on the Actions button to the right of their name

If the user has never logged in before, the option to Invite them will appear

If the user has logged in, the option to reset their password will appear

Determine if you will send the invite or reset via email, SMS or both

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Are you looking to update or add information to your Teamworks profile? No problem!

Please reach out to your organization's superuser or reach out to Teamworks Support @ 877-821-5558 or [email protected].

PERMISSION LEVEL: Org/Team Super Users

NOTES:

PROCESS STEPS:

Click on the Admin tab

Click on Custom Groups tab

Click on the Add Group button in the upper right-hand side of the screen

Name the group

Select the users that you want to be apart of the new custom group

Click Save

Your new custom group will then show up in the list on the left-hand side of your screen

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User (or by assignment of this particular permission)

NOTES:Viewing video history can only be done when on the web application.

PROCESS STEPS:

From your Teamworks Dashboard, click Videos

Click History

Filter your results using the User, Type, Name, and/or Time Period dropdown boxes (of those you have posted)

Click Export to download an Excel copy

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User or by assignment of the Video Admin permissions

NOTES: Adding a folder for video can only be done when on the web application.

PROCESS STEPS:

From your Teamworks Dashboard, click Videos

Click the Silver Gear next to the programs folder

Click Add Folder

Give the folder a title

Click onSave

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User or by assignment of the Video Admin permissions

NOTES: Adding videos can only be done from the web application.

PROCESS STEPS:

From your Teamworks Dashboard, click Videos

Click Add Video in the upper right-hand corner

Either drag and drop a file into the grey rectangle or click to browse your files

Note: For the most efficient upload, convert your videos into MP4 web-optimized format utilizing Handbrake software (free).

Give your video a title and description

Choose its destination folder in Teamworks

Choose which Teamworks users should have visibility of the video

Determine if you want to send an alert in accordance with the video upload

ClickUpload

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Org/Team Super User

Anyone that has had a file shared with them

NOTE:A file would need to be shared with you first.

Process Steps:

Under Dashboard click Files

On the left-hand side, locate the folder the file would be in.

Select the file you would like to view from the list that will populate in the middle of the screen. This will initiate the download of the file in the program it was created in (i.e. Word, Google, PDF, etc)

Video of Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Superusers

NOTE:Folders can only be added from the web application.

PROCESS STEPS:

From your Dashboard, click Files

Click the Gear next to the programs folder on the right

Click Add Folder

Give the folder a title

Click onSave

Video of Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User (or by assignment of this particular permission)

NOTE: New files can only be added from the web application.

Process Steps:

From your Dashboard, click Files

Click Add File

Either click into the box to select a file or drag a file into the box

Change the files name and add notes

Verify the files Teamworks folder location

Use the user selection box to choose which users should have visibility of the file

Determine if you want to send an alert and what type

Click onSave

Video of Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Anyone can view their own profile

Org/Team Super Users can view all profiles (or by assignment of this particular permission)

NOTES: Updating/changing information on a profile (even your own) is a special permission, see your Org/Team Super User for more information.

PROCESS STEPS

Web Application:

Click on Profiles

Under Quick Search click on the name of an individual

In the individuals profile, there are tabs that will show different information:

Summary: Overview of basic contact information

Attributes: Customizable page to store more detailed information

Files: Store specific documentation (e.g., drivers license) on an individual

You can control who has access to each individual file

Notes: A permanent record for interactions

You can control who has access to view each individual note

Forms: Full history of forms completed within Teamworks by that individual

Mobile Application:

Open the Teamworks application on your mobile device by clicking on the application icon

Click on the three dots titled "more" in the lower right corner of the application

Click on Profiles

Scroll through the list of profiles or use the search feature at the top of the screen to find specific profiles

Click on the individual's name to open the profile

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Org/Team Super User

Any calendar you have been given access to

NOTES: View individual calendars on the web and mobile applications. Viewing multiple calendars at one time can only be done on the web application.

PROCESS STEPS:

Individual Calendars

Click Calendar

Click the dropdown box under Choose Calendar

Multiple Calendars

Click Calendar

Click View Multiple Calendars under Choose Calendar

Select the calendars you want to view on top of each other

ClickSave

FAQs

Q:Can you import schedules into our Teamworks calendar?

A:No. We suggest that you transition your scheduling processes into Teamworks or utilize Calendar Sync to import any existing appointments on your calendar.

Q:How do class schedules get loaded into the calendar (if applicable)?

A:Option A: Post an excel file of the class schedules in Files within the Teamworks app and Send an Email Alert to All Teamworks Support.Option B: Automatically import classes via our Academics API. To learn more about this, please contact [email protected].

Video of Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

File sharing in Teamworks allows your program to organize and share all of your documents (PDF, Word, Excel, PowerPoint, JPEG, etc.) in one place. Any static documents that you are printing or emailing can be loaded into Teamworks for easy accessibility, helping to eliminate any chance of individuals misplacing information. Files can also be viewed from the mobile app for users on the go.

Benefits:

Eliminate printing and handing out paper copies of everything. Post in Teamworks and select who can see the information.

Information is accessible from the mobile app so all documents are available on the go.

Documentation will not be lost and you can track who is viewing your files and how often.

Example Use Cases:

Employee Handbook

Facility Maps

Emergency Response Procedures

Employee Contracts

Company Policies/Benefits

Playbook/Scouting Reports

Recipes/Nutrition Tips

Compliance Tip Sheets

Official Visit Prospect Bios

Summer Workouts

Rehab Routines

The Teamworks calendar system allows you to centralize your programs schedules in one location. Scheduling in Teamworks can decrease the chances of double-booking appointments and help ensure attendance at meetings. The robust features in this module allow you to navigate through different calendars and schedules efficiently to make scheduling and coordinating easy.

Benefits:

A centralized calendar system to keep all users on the same page and eliminate double-booking.

All information is located directly within the Teamworks system which is available on each users mobile device, along with all other program-related information (e.g. messages, files, forms, etc.).

Users can manage their own calendars, mark appointments as private, and sync their personal calendar (Google or Outlook) to ensure all information is in Teamworks.

Incorporate itineraries and appointment information in the meeting-maker for attendees to access on the go.

Utilize appointment alerts and reminders to let attendees know when something has been added to their calendar and when they have an event coming up.

Example Use Cases:

Staff meetings

Community service events

Deadlines

Recurring birthday reminders

Personal vacation

Meals

Interviews

Paperwork due dates

New hire onboarding

Use alerts and reminders for important events

Use check availability, overlapping calendar or appointment conflicts to ensure no double-booking

Facility booking

Workouts

Travel times

Tutor meetings

Interviews

Recruiting periods

Camp schedules

Rehab/doctors appointments

Weigh-ins

In-season/out-of-season workouts

Rookie events

Compliance and academic meetings

Equipment distribution times

Athletics events calendar

PERMISSION LEVEL: Anyone with permission to view other users calendars

NOTES:Check availability can only be done when on the web application.

PROCESS STEPS:

Click Calendar

Select Check Availability

Choose the individuals whose time you need to schedule

Determine the date and time range for when you need to book the meeting

Click Check Availability

Review conflicts and availability

Directly Create an Appointment or Send a Message to those who are available

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Org/Team Super User(s) and/or anyone with Travel Admin permissions:Ability to manage all aspects of Travel on the web and mobile app.

All Other Staff Members: Only able to view Itinerary, Assignments, and Files on the mobile app.

Athletes: Only able to view Itinerary, Assignments, and Files on the mobile app.

Travel Viewer: A permission that can be turned on for staff that is not on the Travel Party, but still need access to the trip details.

NOTES: Please be sure you are using the most recent version of the Teamworks Mobile app.

Download from App Store

Download from Google Play

PROCESS STEPS:

Enabling Mobile Visibility - this is done on Web only

Once you have your competition information built out, enable your travel party attendees to view the information:

Click on Travel

Click Edit next to the trip

Next to TripMobile Visibility, check thebox to enable

Viewing the Itinerary

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

TheItinerary will be the first tab showing once you click on the trip

Editing or Deleting the Itinerary Events from Mobile

To add a new itinerary event:

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

TheItinerary will be the first tab showing once you click on the trip

Click on the green + button on the bottom right of the screen

Click on New Itinerary Item

Add details

Click Save

To edit or delete an existing itinerary event:

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

TheItinerary will be the first tab showing once you click on the trip

Click on the pencil icon on the top right corner of the screen

Choose to edit or delete the event

If editing, make the necessary changes

Click Save

Checking Assignments

The travel party can view their bus, hotel, and air seat assignments:

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

Click on Assignmentsfrom the horizontal sliding menu

Viewing Files

Travel party members can view files that have been shared with them

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

Click on Files from the horizontal sliding menu (you may need to scroll to see the Files tab located on the right)

Viewing Vendors/Contacts

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

Click on Vendorsfrom the horizontal sliding menu

Travel administrators will have the ability to view their vendors and contacts

If you have loaded in phone numbers or email addresses for contacts, you can click on their contact information to send them a message

If address information has been loaded, you can click on the address to get directions to the vendor

Viewing the Travel Party

Travel administrators have access to view the Travel Party from the app:

Open the Teamworks mobile app on your mobile device

Click on the More tab with the three dots icon

Click on Travel

Select the trip you want to view

Click on Travelersfrom the horizontal sliding menu

Select a traveler to bring up their profile with their travel assignments and additional contact information

To send a message to those who are on the travel party:

Click on the green + button on the bottom right of the screen

Click on New Message to Travelers

Select the groups to send a message to

Click Next in the top right of the screen

Determine when you want the message sent (immediately or scheduled in the future)

Determine the mode of the message (text, email, voice, or any combination of the three)

Add message details to each mode selected

Click Next in the top right of the screen

Review the messages and once everything looks good, click the green arrow in the top right corner of the screen to send the message(s)

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions

NOTES:

PROCESS STEPS:

Click on Travel

Click on a Trip

Click on Documents

Download as a PDF or Excel report the information that you have filled out in each of the tabs

You can add a logo to each of the documents by clicking on the camera icon on the upper right side of the page.

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions

NOTES: Must have a competition on the trip to use this feature.

PROCESS STEPS:

Click on Travel

Click on a Trip

Click on a Competition

Click on Equipment

Add all items with which you travel

Use this as an inventory checklist

You can provide this list to TSA if needed

Allows you to build an equipment manifest if you are chartering a flight and need to create a manifest for the airline of what is going underneath the plane (video trunks, medical trunks, essentially anything that has a lot of weight other than luggage).

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions

NOTES:Must have a competition on the trip to use this feature.

PROCESS STEPS:

Click on Travel

Click on a Trip

Click on a Competition

Click on Pregame

Add events (e.g., warm-up groups) in the Quick Add bar

Why use this feature?

Allows you to build out a pregame time timeline based off of the game clock. i.e. national anthem is at 4 minutes prior to kickoff.

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions

NOTES:

Must have a competition on the trip to use this feature

Credentials are customizable in the settings tab at the top

PROCESS STEPS:

Click on Travel

Click on a Trip

Click on a Competition

Click on Credentials

Assign the Credential and Quantity to each staff member

Users can also add Notes for assigned credentials (e.g., credential recipients)

Why use this feature?

Allows you to keep track of which type of game credentials you assigned out to people. i.e. all access passes, bench passes, suite passes.

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions

NOTES:

Must have a competition on the trip to use this feature

Must have a competition on the trip to use this feature

PROCESS STEPS:

Click on Travel

Click on a Trip

Click on a Competition

Click on Participation

Check the box for those who participated

Why use this feature?

To track participation for compliance. Being able to see who competed and who redshirted will make it easy to know if an athlete loses a year of eligibility.

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:

PROCESS STEPS:

Click on the Travel tab then click on Files

Click on the Add File button

Add in the file that you would like to share with the travel party

The default will give everyone on the trip access to the file.

Use the selection box to determine which users on the trip need to have access to this file.

Choose to send an alert to users that the file has been shared with.

Determine if you would like to pin the file to the top of the user's file list.

Click Save

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:

PROCESS STEPS:

Click on Travel

Click on a trip

Click on Ground

Click Add Vehicle (every click will add another vehicle box)

Optional, you may change the name of each vehicle by clicking into the text box at the top of each vehicle box

To delete a vehicle for any reason, simply click the red "X" at the top right corner of the vehicle box you would like to delete

Assign travelers to buses by dragging and dropping users from the left side to the correct vehicle

Copying Ground Seat Plan

Click on Travel

Click on an itinerary event

Click on Ground

Click Copy

From the drop-down menus pick the season, tripand the Leg (if applicable)for which you want to copy travelers from

Click Edit Mode to update any of the fields

Multi-Location Trips - Add a Leg

Click on Travel

Click on a trip

Click Hotel

Click the Edit button to the right of the Hotel drop-down menu

Enter a name for the leg and click add

The additional leg(s) of the trip will appear in the drop-down menu to the left of the Edit button

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:

PROCESS STEPS:

Click on Travel

Click on a trip

Click Hotel

Select Add Rooms

From the menu pick the Room Type

Fill in the # of Rooms (numerical)

Click Create Rooms

Assign travelers to rooms by dragging and dropping users from the left side to the correct room

Update specifics of the rooms (e.g., type, number, check-in/out, incidentals, and notes)

Copying Hotel Room List

Click on Travel

Click on an itinerary event

Click on Hotel

Click Copy

From the drop-down menus pick the season, tripand the Leg (if applicable)for which you want to copy travelers from

Click Edit Mode to update any of the fields

Multi-Location Trips - Add a Leg

Click on Travel

Click on a trip

Click Hotel

Click the Edit button to the right of the Hotel drop-down menu

Enter a name for the leg and click add

The additional leg(s) of the trip will appear in the drop-down menu to the left of the Edit button

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:The Teamworks Support team can upload a report of the following information so you do not have to enter it on an individual basis: Middle Name, Date of Birth, Gender, and Weight. Any information added on this screen will save on the user's profile, so you do not have to re-enter the information for every trip.

PROCESS STEPS:

Add New Traveler(s)

Click on Travel

Click on an itinerary event

Click on Travel Party

Click Add Travelers:

Existing Users: Add anyone to the travel party that already has a profile in Teamworks

New User: Allows you to create a new user in the system directly from the Travel tab

New Contact: Allows you to add a member to the travel party, and tie them as a contact to a user in the system (e.g., a spouse, child, or parent)

Click Edit Mode to update any of the fields

Dress options are customizable. Click on Settings at the top to make modifications

Click on More to:

Add Per Diem

Send a message to the Travel Party or to Specific Travelers

Click on Assignments to view hotel, bus, and flight seat assignments all in one place

Copy Travelers

Click on Travel

Click on an itinerary event

Click on Travel Party

Click Copy Travelers

From the drop-down menus pick the season and the trip for which you want to copy travelers from

Click Edit Mode to update any of the fields

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:

PROCESS STEPS:

Adding a Vendor

Click on Travel

Click on an itinerary event

Click on Vendors

Click Add Vendor

Select the Vendor Group

Select the Vendor Type

Select the Vendor or CreateNew Vendor

Enter all of the information you have for that vendor

Click Save Vendor

Editing a Vendor

To edit Vendor information, click on the Vendor title (if applicable)

Add Notes or Files to specific Vendors

Drag-and-drop Vendors between different trip locations (if applicable)

Relabel the Location titles by clicking on the pre-populated title (if applicable)

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:Everything added to the itinerary will be added to the travel partys Teamworks calendar and to their mobile app once mobile visibility is checked.

PROCESS STEPS:

Adding New Events

Click on Travel

Click on a Trip or Event you created

The first screen you are brought to is yourItinerary

Utilizing the Quick Add section of the screen, you can easily add in new events.

Build out itinerary events

Select the Event Type from the drop-down

Insert the start date and time (if you would like to include an end time, click the "add end time" option and insert those details)

Add in a title, location and any notes for the event

Setup any initialreminders that you would like

Click Save and your event will fall into the list of events below the quick add section in chronological order.

NOTE: If you are a collegiate account and utilize Time Management, Cara Logs or Academics, you will also need to add in your competitions.

From the Quick Add section, select Competition from the event type drop-down (notice the information needed to complete has updated)

Add in your Opponent, if you have multiple opponents, click on the option for "custom opponent", this will allow for free text in the opponent box.

Add in a site, location and any notes for the event

If your competition lasts over 3 days, you will need to do this for every day of the competition.

______________________________________________________________________________

Editing Events

Click on the title of the itinerary event to make edits

You can make changes to the title, attendees, times, alerts and reminders

______________________________________________________________________________

Mass Edits

Click on the Edit Mode button in the upper right hand corner, this will make every field active and open for in-line changes

You can then click into any of the field boxes to update event details as needed

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL: Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES: You must already have vendor profiles created for air travel before creating a seating plan.

PROCESS STEPS:

Click on Travel

Click on the Trip/Competition you would like to add the seat assignment to

Click on Air

Click Add Plane

Click on Travel

Click Manage Vendors

Click on the airline vendor

Click Seat Plans

Click Add Seat Plan

Click Add Section and build out your plane

Label the Seat Plan

ClickSave

To create a seating plan if one does not exist:

Select the Seat Plan to add

Assign travelers to the plane by dragging and dropping users from the left side to the correct seat

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:Org/Team Super User(s) and/or anyone with Travel permissions.

NOTES:

PROCESS STEPS:

Click on Travel

Click on an itinerary event

Click on Tasks

Under the CurrentTasks bar, type your tasks into the text box that reads "add new task" and pressEnter to save

When an item is complete, check it off with the box or delete it by hitting the red X

Video Steps:Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Org/Team Super User can edit appointments created by anyone

Anyone can edit calendar events they created

NOTES:

PROCESS STEPS:

Copy a one-time appointment to multiple days (web only):

Click on Calendar

Navigate to an exisitng one time appointment that you have access to edit

Click into the appointment on the calendar

Click Copy To

Select the date(s) to which you want to copy the appointment

Review your dates selected and click Copy

______________________________________________________________________

To duplicate appointment details(web only):

Click on Calendar

Click on the appointment

Select Duplicate

Update appointment details as needed

ClickSave

Video Steps:

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Share video content with internal users through the mobile app and external users via an external link.

Benefits:

Add video content to one centralized location where users can view it along with all of their other day-to-day information (messages, calendar, etc.).

Access videos directly from the mobile app or download to a computer via the web.

Track exactly how many times a user opens the video on the app or web.

Share a video via an external link with individuals not in the system.

Attach documentation (e.g. instructions, further information) to videos to provide the viewer with additional information about the video.

Example Use Cases:

Onboarding how-to videos

Motivational videos

Program standards and expectations

Thank-you videos from the head of program or department

Featured stories (e.g. facility tour, community service)

Interviews/media training

Healthy cooking demonstration

Rehab tricks

Strength and conditioning exercises

Coach preseason message videos

Game film

Welcome video for recruits

How-to videos for new athletes

PERMISSION LEVEL: Org/Team Super User or by assignment withVideo Admin permissions

NOTES: Creating the external link to share videos can only be done when on the web application.

PROCESS STEPS:

Go to your Teamworks Dashboard and click Videos

Click Share next to the applicable video

Select the Link Expiration time frame

Click Save and a link will appear under the video which you can then copy and send to users outside of Teamworks.

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

PERMISSION LEVEL:

Org/Team Super Users

Anyone that the video was shared with

NOTES:

PROCESS STEPS:

Go to your TeamworksDashboard and click Videos

Click Download to play the video on your computer or Play to see the video through the web or mobile applications

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].

Monthly Calendar View - Mobile

Open the Teamworks application on your mobile device by clicking on the application icon.

Click on the calendar icon in the menu located at the bottom of the screen.

Click and drag down the arrow in the middle of the week view to reveal the monthly view.

Click "today" displayed at the top right of the screen to go back to the weekly view, with your daily agenda loaded for the current day.

Video Steps: Coming Soon!

If for any reason you are having trouble, feel free to interact with our support team via the chat bubble in the bottom right of this screen, by giving us a call @ 877-821-5558 or by sending an email to [email protected].