Team Assignments in User Profiles
👥 Team Assignments in User Profiles
In Ontraccr, users can be assigned to one or more teams directly from their user profiles. Team assignments are critical for enabling team-based time tracking, supervisor visibility, and time card approvals on both mobile and web. This article explains how to assign users to teams and how those assignments impact other features in the platform.
📌 What Are Teams?
A Team is a collection of users who typically work together under one or more supervisors. Teams are used to:
- Group users for collective time management
- Enable supervisors to view and manage time cards via the Team Cards page
- Support time card approvals through a tiered system
📘 For more, see the separate article: Creating and Managing Teams
🛠️ How to Assign Users to Teams
Team assignments happen when creating or editing a user profile.
Steps:
- Go to Staff > Manage Users.
- Click Add (to create a new user) or Edit (to modify an existing one).
- Scroll to the Teams field.
- Select one or more teams from the dropdown list.
✅ Note: A user can belong to multiple teams — there is no one-to-one restriction.
🔄 What Happens After Assignment?
Once assigned, the following changes take effect:
| Area | Behavior |
|---|---|
| Mobile App – Time Cards | If the user is a supervisor of the team, they’ll see a new Team Cards tab, where they can manage time for all team members. |
| Time Card Approval Workflow | If project-based approval is not used, time cards will be routed to the assigned team’s supervisors for approval — if the Enable Supervisor Approvals setting is turned on. |
| Manage Teams Page | The user will be visible in the team’s roster. Supervisors can track activity and status from there. |
⚙️ Related Settings That Impact Teams
Enable Assigned Supervisor Approvals
- Found in Settings > Time Tracking > Time Cards.
- When enabled, and if no project approver is assigned, team supervisors become responsible for approving time cards.
🔗 Dependency Note: Only users with the proper permissions (typically Supervisors or above) can be selected as team supervisors.
🧠 Use Case Example
Let’s say you have a field crew that always works together. You:
- Create a team called “Downtown Crew”
- Assign 2 supervisors to the team
- Assign 5 workers to the team
- Enable Supervisor Approvals in settings
Now, those 2 supervisors will automatically see and manage the time cards for the 5 workers via the Team Cards tab in the mobile app — even if the workers can’t manage their own time.
📌 Summary
Assigning users to teams enables better collaboration, visibility, and workflow control for supervisors. It’s especially important in setups where time card approvals are handled outside of project-level assignment.
Team assignments are quick to set up and highly impactful across Ontraccr’s time tracking system.