Team Assignments
Connect teams to projects for access control in YAPL.
Team Assignments
Team assignments determine which teams can access specific projects. This guide covers assigning teams to projects, managing assignments, and understanding how assignments affect access.
Understanding Team Assignments
Team assignments work as follows:
- Projects are assigned to teams (not individuals)
- Team members access projects through their team membership
- Multiple teams can be assigned to one project
- Access level depends on member role within team
Assigning Teams to Projects
During Project Creation
When creating a new project:
- Navigate to Projects > Create Project
- In the Team Assignment step, select teams
- Choose 1-10 teams to assign
- Complete project creation
Regular team members must assign at least one team. Workspace owners can create projects without team assignment.
After Project Creation
To modify team assignments on existing projects:
- Open the project
- Navigate to project settings or team tab
- Click Manage Teams or Edit Team Assignment
- Add or remove teams
- Save changes
Assignment Limits
| Aspect | Limit |
|---|---|
| Teams per project | 1-10 |
| Projects per team | Unlimited |
| Teams per workspace | Unlimited |
How Assignments Affect Access
Access Granted
When a team is assigned to a project:
| Team Role | Project Access |
|---|---|
| Lead | Full access (view, edit, manage) |
| Member | Edit access (view, edit) |
| Viewer | View-only access |
Access Denied
Without team assignment, members:
- Cannot see the project in lists
- Cannot access project details
- Cannot view or edit tasks/plans
- Exception: Workspace owners have full access
Managing Assignments
Viewing Current Assignments
To see which teams are assigned to a project:
- Open the project
- Look for team information in overview
- Or navigate to team management section
To see which projects a team is assigned to:
- Open the team
- Navigate to Items tab
- View assigned projects and plans
Adding Teams
- Open project settings
- Find team assignment section
- Click Add Team
- Select team from dropdown
- Save changes
Removing Teams
- Open project settings
- Find team assignment section
- Click remove icon next to team
- Confirm removal
- Save changes
Removing a team immediately revokes access for all team members (unless they have access through another assigned team).
Access Scenarios
Single Team Assignment
Project assigned to one team:
- All team members have access
- Access level based on role
- Simple access control
Multiple Team Assignments
Project assigned to multiple teams:
- Members from all teams have access
- Role from each team applies independently
- Member in multiple teams gets combined access
No Team Assignment
Project with no teams assigned:
- Only workspace owners have access
- Not visible to team members
- Useful for owner-only projects
Best Practices
Planning Assignments
Before creating projects:
- Identify who needs access
- Determine required access levels
- Assign appropriate teams
Team Structure for Assignments
| Strategy | When to Use |
|---|---|
| Functional teams | Ongoing departmental access |
| Project teams | Dedicated project groups |
| Cross-functional | Multiple departments need access |
Access Reviews
Periodically review assignments:
- Remove teams that no longer need access
- Add teams that should have access
- Verify access levels are appropriate
The Workspace Owners Exception
Workspace owners have special access:
- Access to all projects regardless of assignment
- Via the automatic Workspace Owners team
- Cannot be restricted by team assignments
This ensures owners always have administrative access.
Assignment vs. Role
Important distinction:
| Concept | Scope | Controls |
|---|---|---|
| Team Assignment | Per project | Which teams can access |
| Team Role | Per team | What members can do |
Example:
- Engineering Team assigned to Project A
- User is Member role in Engineering Team
- User has edit access to Project A
Impact of Changes
Adding a Team
Immediate effects:
- All team members gain access
- Access level based on their role
- Project appears in their lists
Removing a Team
Immediate effects:
- Team members lose access
- Project disappears from their lists
- Historical activity preserved
Changing Member Roles
If a member's role changes:
- Access level updates immediately
- Applies to all team-assigned projects
Troubleshooting
Team Members Can't Access Project
- Verify team is assigned to project
- Check member is in the assigned team
- Verify member's role permits access
- Check project isn't archived
Cannot Add Team to Project
"Maximum teams reached"
- Remove a team first (max 10)
"You don't have permission"
- Only owners and project managers can modify
- Check your access level
Cannot Remove Team from Project
"At least one team required"
- Regular users need at least one team
- Owners can have projects without teams
Changes Not Taking Effect
- Refresh the page
- Ask member to log out and back in
- Verify changes were saved
Bulk Operations
Currently, assignments are managed per-project. For large-scale changes:
- Plan changes in advance
- Update projects one at a time
- Verify each change was successful
Related Topics
- Creating Projects - Project creation
- Creating Teams - Team setup
- Team Roles - Role permissions
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