> ## Documentation Index
> Fetch the complete documentation index at: https://guide.worshipbuddy.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Teams

> Edit teams, update positions, and configure team settings

# Managing Teams

After creating a team, you can modify its details, add or remove positions, update assignment rules, and manage team settings. Teams can be edited anytime to reflect changes in your ministry structure.

## Editing a Team

To edit an existing team:

1. Navigate to the **Organization** section
2. Click the **Teams** sub-tab — this redirects to the dedicated **`/org-teams/`** page (not an inline sub-tab view)
3. Click on the team card you want to edit
4. A popup will appear with the team details
5. Make your changes:
   * **Team Name**
   * **Description**
   * **Allow assignment with other teams** checkbox
   * **Allow people to volunteer**, **Require Accept/Decline**, **Auto Decline**, **Days before service to auto-decline**
   * **Positions** - Add, remove, or modify positions
6. Click **"Update Team"** to save your changes

<Info>
  **Note**: Only Owners, Organization Admins, and Team Admins (for their specific teams) can edit teams.
</Info>

## Managing Positions

### Adding a Position

1. Open the team for editing
2. In the Positions section, click **"Add Position"** (if available) or fill in a new position row
3. Enter:
   * **Position Name** (e.g., "Lead Singer", "Piano")
   * **Quantity** (how many people needed for this position)
   * **Priority** - Check this for critical positions that must be filled
   * **Allow assignment with other positions** (if applicable)
4. The position will be added when you save the team

### Editing a Position

1. Open the team for editing
2. Modify the position name, quantity, priority, or checkbox as needed
3. Click **"Update Team"** to save changes

### Priority Positions

Priority positions trigger alerts if they're unfilled or unconfirmed before a service:

* The system checks every 6 hours for priority positions that need attention
* Managers receive notifications about unfilled or unconfirmed priority positions
* Use priority for critical roles that must be filled (e.g., Lead Singer, Sound Engineer, Head Usher)
* Priority positions help you proactively find replacements before services

### Removing a Position

1. Open the team for editing
2. Find the position you want to remove
3. Click the **×** remove button for that position
4. Click **"Update Team"** to save

<Warning>
  **Warning**: Removing a position will also remove all assignments to that position in existing services. Make sure you want to do this before saving.
</Warning>

## Position Ordering

The order of positions in a team matters for how they appear in scheduling. Positions are saved in the order you add them.

<Info>
  **Tip**: Put the most important or frequently used positions first for easier access during scheduling.
</Info>

## Updating Team Settings

### Team Description

You can add or update a team description to provide context about the team's purpose and responsibilities.

### Allow Assignment with Other Teams

This checkbox controls whether team members can be scheduled on other teams at the same time without warnings.

* **Checked** - No conflict warnings when scheduling team members on other teams simultaneously
* **Unchecked** - The system will warn if someone is scheduled on this team and another team at the same time

<Info>
  **Example**: If you check this for "Cleaning Team", members can be scheduled for cleaning and ushering on the same day without warnings, since these don't conflict.
</Info>

### Allow People to Volunteer

Enable this setting to let people volunteer themselves for positions they have on this team.

* **Checked** - People can proactively volunteer for available positions on this team
* **Unchecked** - Only schedulers can assign people (default)

<Info>
  **Use Case**: Useful for teams where people can sign up for available slots, like ushers or greeters who can choose which services they want to serve.
</Info>

### Require Accept/Decline

Enable this to require people to confirm their assignments when scheduled.

* **Checked** - People must accept or decline their assignments
  * They receive notifications when assigned
  * They can respond through the mobile app or web interface
  * Helps ensure commitment and awareness
* **Unchecked** - Assignments are automatically accepted (default)

When "Require Accept/Decline" is enabled, you can configure additional settings:

#### Auto Decline

Automatically decline unconfirmed assignments before the service.

* **Checked** - Unconfirmed assignments are automatically declined if not responded to
* **Unchecked** - Assignments remain pending until manually responded to

#### Auto Decline Days

Set how many days before the service to auto-decline (1-30 days, default: 7).

* If a schedule is created within this window, aggressive reminders will be sent instead of auto-declining
* Example: If set to 7 days, assignments not confirmed 7 days before the service will be auto-declined
* This helps free up positions early so you can find replacements

<Info>
  **Best Practice**: Use auto-decline for teams where you need early confirmation. Set the days based on how much advance notice you need to find replacements.
</Info>

## Deleting a Team

To delete a team:

1. Navigate to the **Organization** section
2. Click the **Teams** sub-tab — this redirects to the dedicated **`/org-teams/`** page (not an inline sub-tab view)
3. Open the team you want to delete
4. Click **Delete** in the edit popup (mobile label: **Delete Team**)
5. Confirm the deletion

<Warning>
  **Warning**: Deleting a team cannot be undone. This will:

  * Remove the team from all services
  * Remove all position assignments for this team
  * Remove the team from any groups

  Make sure you want to permanently delete the team before confirming.
</Warning>

## Team Permissions

Team permissions determine who can edit each team:

* **Owner/Organization Admin** - Can edit all teams
* **Team Admin** - Can edit only teams where they have Admin permissions
* **Scheduler** - Cannot edit teams, only schedule people
* **Regular Members** - Cannot edit teams

## Best Practices

1. **Update descriptions** - Keep team descriptions current and helpful
2. **Review positions regularly** - Remove positions you no longer use
3. **Check before deleting** - Verify a team isn't needed before deletion
4. **Set conflict settings wisely** - Use "allow assignment with other teams" only when teams truly don't conflict
5. **Mark priority positions** - Use priority for critical roles that must be filled to get proactive alerts
6. **Enable confirmation for important teams** - Use "Require Accept/Decline" for teams where commitment is critical
7. **Configure auto-decline appropriately** - Set auto-decline days based on how much advance notice you need
8. **Enable volunteering when appropriate** - Allow people to volunteer for teams where self-signup makes sense