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Create and manage teams

Learn how to create, edit, and manage teams and set optional annual budgets.

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Teams are an essential feature for organizing users within an organization, allowing for easier management and enhanced functionality.

Who can use this feature?

  • Available for users with role Owner.
    Learn more about roles and permissions here.

  • Available on All Plans

  • Available on Desktop

Benefits of using teams

Teams offer several advantages, for example:

  • Assign learning paths, skill profiles, events, etc. based on team membership.

  • Contribute to a team leaderboard for motivation. Learn more about the leaderboard here.

  • Conduct team-based analytics and evaluations.

  • Track spending on learning activities via an optional annual team budget (currently event costs only).

Accessing the teams section

To access the teams overview page, follow these steps:

  1. Click on your profile picture in the upper right corner.

  2. Click on Administration from the dropdown menu.

  3. In the left navigation pane, click on Teams to view the list of existing teams.

Understanding the teams overview

The teams overview displays a list of all teams within your organization. Each entry includes:

  • Team name

  • Profile picture(s) of the team manager(s)

  • Number and profile pictures of team members

  • Annual budget: Shows the team's yearly budget if set.

You can search for teams using the search field above the list.

Team details page showing Annual budget and Edit control

Hovering over a team name reveals three icons:

Team row actions

  1. User engagement dashboard: Opens the user engagement dashboard with the team pre-selected.

  2. Learning path progresses: Directs to the learning path progress page with the team filter applied.

  3. Invite links: Opens the page to create invite links for the team.

Creating a new team

To create a new team:

  1. Click on + Team at the top right corner on the teams overview page.

  2. Provide a name for the team (required).

  3. Decide if the team should appear on the team leaderboard (only if the team leaderboard is active in the organization).

  4. Click Create team to finalize the creation.

Create a new team dialog

Setting annual team budgets

Owners can set an optional annual development budget per team. Budgets represent the total amount a team can spend on learning activities during the calendar year.

Budgets you set here are aggregated on the Events dashboard to show Budget and Remaining budget forecast for the selected team scope. If no team has an Annual budget, the Events dashboard will not display budget KPIs.

Editing or deleting a team budget

  1. Open the team detail page and click Edit in Details.

  2. Update the Annual budget value.

  3. To delete the budget, clear the value (leave empty) and click Save.

  4. The team list will show the updated budget (or no budget if deleted).

Note: Budgets are annual per calendar year (January 1 – December 31). They apply to the whole team, not per member. Currently, budget usage tracks event costs only; support for other learning types (e.g., learning paths, journeys) may be added in the future. Contact edyoucated support if you need a different budget period or reset logic.

Learn how budgets appear in analytics in the Events dashboard here.

Adding new team members

To add new members to a team:

  1. Click on + Add team members on the team detail page.

  2. Use the search field to find and select users within the organization.

  3. Click Add team members to add them to the team.

Note: New members will initially have the Member role. You can always change their role (e.g., to Manager) in the team member list later.

Note: For teams synchronized via integrations (e.g., Microsoft Entra ID, Personio), organization owners can manually add members and assign the Manager role. These manual memberships persist across future sync runs and are only removed when the team itself is deleted. If a user is added manually and later also added to the same team via sync, the original manual role remains unchanged.

Add team members

Editing team details

Clicking on a team name takes you to the team detail page, where you can:

  • Edit the team name.

  • Decide if the team should appear on the team leaderboard (if activated).

  • View a list of team members, including their full name, email address, profile picture, status, and role in the team.

Team details page

Managing team members

The team members list allows you to:

  • Search for members using the search field above the table.

  • Assign roles to users within the team. The default role is Member, but users can also be set as Manager. This means that you can also map your organizational structure. Team managers can view the learning progress of their employees, and approve requests, e.g., to attend events.

  • Remove users from the team by clicking the small X icon (the icon is only visible if you hover over a user in the list).

  • View user profiles by clicking on their name or profile picture.

Note: Manual manager assignments in teams synchronized via integrations are supported and retained across future sync runs.

Note: Teams without at least one Manager cannot receive event attendance approval requests. To enable manager approval workflows for events, assign at least one team member the Manager role.

Deactivated members in teams

  • Deactivated users remain visible in team member lists with a Deactivated badge. This helps managers and admins understand why a person no longer appears in other areas of the platform.

  • Deactivated users do not count towards team member totals in learner or curation views. For transparency, admins may still see deactivated users in administrative lists.

  • Admins can remove deactivated users from teams at any time if they prefer to keep team rosters focused on active users.

Deleting a team

To delete a team:

  1. Go to the details page of the respective team.

  2. Use the Delete button in the upper right corner of the team detail page.

  3. In the dialog window, click Delete team to confirm.

When deleting a synced team, all members—including those added manually—are removed.

Team management view

Note: If you are a manager of at least one team, you will find the Team management entry in the left navigation pane.

This section includes two pages:

  • Team members: Displays all users in teams you manage, including their last learning activity. Use the search field above the list to search for specific team members.
    ​

    Team management members

  • Open requests: Shows requests from your team members, such as event attendance requests, which you can approve or decline.
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    Team management open requests
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