This article explains how to create teams in Tractian, configure their members and notifications, and edit or disable them when needed. Teams are used to organize task assignment, direct communications, and configure alert routing for maintenance operations.
Before You Start
Only users with an Administrator profile can create, edit, or disable teams.
The users you want to add as members or leaders must already be registered in the platform. If they aren't, create their user accounts first.
Notification settings (covered below) are only available for Tractian CMMS users.
How to Create a Team
Step 1: Open the Teams page
In the left-side menu, go to Settings.
Under Settings, click Users Management.
Click Teams.
Click + Add in the top-right corner of the page.
Step 2: Fill in team details
In the Add Team modal, complete the following fields:
Field | What to enter | Required? |
Photo | Click the avatar icon at the top of the modal to upload a custom image for the team. If left unchanged, the platform uses a default icon. | Optional |
Name | A clear, descriptive name. Example: Electrical Team, Rotating Equipment – Line 2. | Required |
Description | A brief explanation of the team's main responsibilities. Example: Responsible for preventive and corrective maintenance of all electrical panels in Building A. | Optional |
Members | Select all employees who belong to this team. Members receive task assignments and can execute Work Orders. | Required |
Leaders | Select one or more members who will supervise the team. Leaders can review and approve Work Orders assigned to the team. | Optional |
Location | Associate the team with a specific node in the Asset Tree (plant, area, or unit). This defines the default scope for task assignment and alert routing. | Optional |
💡 Tip: You can associate the same user as both a Member and a Leader. A user can also belong to more than one team simultaneously.
Important: The Location field determines which assets and areas the team is linked to by default. If left blank, the team will not be pre-filtered to any location in Work Order assignment flows.
Step 3: Configure notifications (CMMS only)
If your organization uses Tractian CMMS, two notification checkboxes are available under the Settings section of the modal:
Checkbox | What it does | When to enable |
Receive request opening notifications | Sends an automatic notification to all team members whenever a new maintenance request is opened. | Enable for teams that are the first responders to incoming requests. |
Allow team members to receive notifications of conflicts generated Offline | Notifies members when the system detects scheduling or data conflicts that occurred while operating offline. | Enable for teams that use the mobile app in areas with limited connectivity. |
Step 4: Save the team
Review all fields and notification settings.
Click Add to complete the registration.
After clicking Add, the team will appear in the Teams list and will be available for selection in Work Order assignment, inspection routing, and alert configuration.
How to Edit a Team
Use this flow to update any team information: name, description, members, leaders, location, or notifications.
In the left-side menu, go to Settings > Users Management > Teams.
Find the team you want to edit in the list.
Click Edit to the right of the team name.
In the modal that opens, make the desired changes.
Click Save to apply the updates.
💡 Tip: Editing a team does not affect Work Orders that were already assigned before the change. Updated membership and location only apply to new assignments going forward.
How to Disable a Team
Disable a team when it is no longer active or when it should no longer receive new task assignments. Disabling does not permanently delete the team or its history, the team remains in the list in an inactive state and can be re-enabled at any time.
Important: Before disabling a team, check whether it has open Work Orders or pending assignments. Disabling a team does not automatically reassign those tasks. Open Work Orders will remain in the system but may stall without an active team assigned to them. Reassign any in-progress tasks to another team or individual before proceeding.
In the left-side menu, go to Settings > Users Management > Teams.
Find the team you want to disable.
Click Disable on the far right of the team row.
A confirmation dialog will appear. Review the team name to confirm it is the correct one.
Click Disable to confirm.
The team will be immediately deactivated. Its name will appear in gray in the Teams list to indicate it is inactive.
How to Re-enable a Team
If a team was disabled by mistake or needs to be reactivated, you can restore it. All previous configurations (members, leaders, location, and notification settings) are restored when re-enabled.
In the left-side menu, go to Settings > Users Management > Teams.
Find the disabled team in the list. Disabled teams appear with their name and avatar in gray and have no Edit or Disable buttons.
Click anywhere on the disabled team's row to open the team detail modal. The modal title will show the team name followed by (Disabled), and will list all members with their roles and contact information.
Click Restore in the bottom-right corner of the modal.
A confirmation popover will appear asking: "Are you sure you want to restore the team [Team Name]?" Click Restore to confirm.
Frequently Asked Questions
Can a user belong to more than one team?
Yes. A user can be a member or leader of multiple teams at the same time.
What's the difference between a Member and a Leader?
Members can receive and execute tasks assigned to the team. Leaders have additional permissions to supervise, review, and approve Work Orders assigned to the team.
If I change a team's Location, does it affect existing Work Orders?
No. Location changes only affect new assignments. Work Orders already created and linked to the team retain their original location reference.
Can I re-enable a team after disabling it?
Yes. Disabled teams remain in the list with their name in gray. You can restore them at any time from the Teams page, all previous configurations are recovered.
What happens to open Work Orders if a team is disabled?
Open Work Orders continue to exist but may stall without an active team assigned to them. Reassign any in-progress tasks to another team or individual before disabling.