Annual teams enable you to organise staff by their roles and responsibilities within each academic year. This guide walks you through creating teams and assigning managers who oversee team performance and development.

Setup > Organisation > Annual teams

What are annual teams?

Annual teams are role-based groupings of staff that change each academic year. They allow you to:

• Organise by role: Group staff by department, function, or responsibility (e.g. English Department, Grade 7 Tutors).

• Track performance: Assign team managers to oversee appraisals, development, and planning.

• Manage access: Control who can see or edit team-specific resources and data.

How do I create an annual team?

1. Navigate to Setup: Click the settings icon and select Setup > Organisation > Annual teams.

2. Click New Team: Select the + New Team button in the top-right corner.

3. Enter team details: Provide a name that clearly describes the team's role or focus (e.g. Mathematics Department, Senior Leadership Team).

4. Select team members: Tick the checkboxes for each staff member to add them to the team.

5. Assign a team manager: From the Team Manager dropdown, select a staff member who will oversee the team's performance and development.

6. Save: Click Save to create the team.

How do I manage team membership and managers?

Adding members to an existing team

1. Open the team: In Setup > Organisation > Annual teams, click on the team name.

2. Click Edit: Select the Edit button to modify team members.

3. Select new members: Tick the checkboxes for staff to add.

4. Save: Click Save to update the team roster.

Changing the team manager

1. Open the team: Click on the team name in the list.

2. Click Edit: Select the Edit button.

3. Update the manager: Select a new staff member from the Team Manager dropdown.

4. Save: Click Save to apply the change.

System behaviour and restrictions

• Annual teams reset yearly: At the start of each academic year, archive the previous year's teams and create new ones for the current year.

• One manager per team: Each team can have only one designated team manager. If you change the manager, the previous manager loses oversight of the team's performance data.

• Manager must be a team member: The team manager must also be listed as a team member. If a manager leaves the team, assign a new manager from the remaining members.

• Historical records: Archiving a team preserves all historical performance data and appraisal records linked to that team.

Frequently asked questions

Can a staff member belong to more than one team?

Yes. Staff can be assigned to multiple teams simultaneously. For example, a teacher might belong to both the Mathematics Department team and the Grade 10 Tutors team.

What happens when a team manager leaves the school?

When a manager departs, assign a replacement manager from the remaining team members. The departing manager's historical appraisals and performance reviews remain linked to their records but are no longer actively managed.

How do I remove a staff member from a team?

Open the team, click Edit, uncheck the staff member's checkbox, and click Save. Their historical performance data and appraisals remain in the system for record-keeping purposes.

Do I need to recreate teams each year?

Yes. At the start of a new academic year, archive the previous year's teams and create new annual teams. This ensures clean records and allows you to update team composition, roles, and managers.