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Team Replacements

A quick guide on how the Team Replacements feature works, allowing for the quick changes to leadership status of users, either permanently or temporarily. 

The Team Replacement feature allows you to manage Team Leaders across all teams in your organisation. You can seamlessly transfer leadership status and permissions from one user to another, or configure temporary and indefinite Team Leader removals.

This functionality supports planned leave coverage or permanent role changes, with optional email notifications for both incoming and outgoing leaders to ensure transparency.

How to Create a Team Replacement or Removal

  1. Log into the web portal.
  2. In the left-hand sidebar, select Manage and then click Team Replacements.
  3. Click the New team replacement button in the top right corner.
  4. Select a team: Choose the specific team you want to manage replacements for.
  5. Select users: Choose the Team Leader being replaced. Select the replacing user, or leave it blank to schedule a removal.
  6. Configure replacement: Enter a mandatory reason for the change (e.g., Holiday, Out of Office). Set your Start and End dates as needed.
  7. Save your configuration.

Configuration Rules

When setting up a replacement or removal, please note the following rules:

  • Replacing User: This field is optional. If you want to schedule a removal rather than a replacement, simply leave this field blank.
  • Start Date: Leaving this field blank will cause the replacement or removal to take place immediately.
  • End Date: Leaving this field blank will cause the change to apply indefinitely (permanently).
  • Notification settings: By default, the replacing user will inherit all of the original Team Leader's notification settings for the duration of the replacement.

Prevention Flags & Blocked Transfers

  • Minimum Team Leaders: Prevention flags are in place to ensure a team is not left without a Team Leader. You will not be allowed to remove a Team Leader if it would leave the team with zero leaders (minimum 1 required).
  • Pending Replacements & Follow-ups: A replacement cannot occur if the original Team Leader has active, incomplete follow-up processes pending at the time of transfer.
  • The system requires these follow-up processes to be completed before the replacement can take effect.
  • If a transfer is blocked due to incomplete tasks, the system will automatically re-attempt the pending replacement every hour until all requirements are met.

Cancelling or Ending a Pending/Ongoing Replacement

  1. Log into the web portal.
  2. Open Team Replacements.
  3. Find the Team Replacement you would like to cancel/stop from the list of ongoing or pending replacements.
  4. Click the three dots next to the team replacement, then select cancel/stop replacement. (Note: This can also be done in the team menu.)