Teams in HeiaHeia

Learn how to create and manage teams: what types of teams can be created and how to invite members.

Team races are a popular form of challenges in HeiaHeia. There are two different ways to set up teams on HeiaHeia: Either you as admin create the teams for the community, or you let the members set up the teams themselves. 

 

1: Teams created by admin

A - You are just launching HeiaHeia in your organization and want to enable teams in the community: The easiest way is to create teams when inviting members to your community. In this way, the members join both the community and the team at the same time. 

There are two ways to join a team and community: 

  • By email:  If a new member joins the community by accepting your email invitation, she/he will also automatically join the right team. The Admin just needs to enter the team name into the invitation worksheet (Excel), which will be imported into the HeiaHeia system. This easy-to-use tool can be found in Admin actions, under Invite members.  More detailed information and an example Excel worksheet here
  • By sign up code: New users can join the community using a sign up code. In this case the user needs to select his/her team when joining. If you wish to have all users in official teams, the best way is to create the teams beforehand and set joining a team obligatory. In this case, it is important to name the teams so that is it clear for the user which team she/he is supposed to join. How to create the teams: sign into the Admin actions -> Admin panel -> Manage teams -> Create teams. Tick the Official box to make the teams official (see below for more information on official teams).

B - You already have HeiaHeia in use in your organization, but your organization doesn't have teams in HeiaHeia yet: You can easily update all users with the HeiaHeia User Management tool and enter a team name for each user. You will find this time-saving tool in Admin actions, under Invite members.  More detailed information and an example Excel worksheet here. The teams created with this tool are official and private (more about this below). 

 

2: Teams created by your community members

Sometimes it is a good idea to let the community members set up teams themselves for a team race. It is also possible to let the members create their own teams in addition to the official teams. These teams can be very motivating for the members. All teams set up by members of your community are unofficial, and community members can create and manage them in the HeiaHeia web version, under teams tab.

 

Official and unofficial teams

An official team is created by the admin, whereas an unofficial team can be set up also by a member of a community. The difference between the two is that an official team is shown in a team race Top team banner, but an unofficial team can be left out of the race if needed. If you want only the official teams to appear in the Top team banner, go to Admin panel -> Company profile -> Edit -> Use only official teams in rankings

When you create teams as admin in the admin panel (Admin panel -> Manage teams -> Create teams), tick the box to make the team official (if needed). If you create the team using the Management tool, the team will automatically be official. Updating teams with the Management tool also only affects official teams. This ensures you won't accidentally delete unofficial teams created by the community members. 

All teams set up by members of your community are unofficial, and community members can create and manage them in the HeiaHeia web version, under teams tab.

Sometimes there are old teams in the community, but you still want to keep them. In case only the new teams are supposed to participate in a team race, you can change the old official teams to unofficial. This way the old ones are excluded from the race, but you won't have to remove them.

 

Public, closed and private teams

The following options are available for official and unofficial teams:

- Public team: All community members can see the teams and join.

- Closed team: Team is shown when browsing teams. Joining is possible only by request, approved by the team's admin.

- Private team: Team is not shown when browsing teams. Joining is only possible by invititation by the team's admin. 

 

Teams and rewarding programs 

All entries included in the team race are taken into account. If a member doesn't  want to take part in rewarding programs, her/his entries are taken into account anonymously. She/he is not listed by name in the reports.

 

Changes in team memberships 

As described above, changes are easy to update using the User Management Tool, which you'll find in Admin actions, under Invite members. 

 

Inviting a member: 

If you have only a few new members to invite to a team:

1. Log in -> My HeiaHeia ->  your organisation  -> Admin actions -> Admin panel (log in again).

2. Click on Manage teams

3. Choose List of teams

4.  Search the team and open Team profile  

5. Add user to this team

 

Removing a member from a team: 

1. Log in -> My HeiaHeia ->  your organisation  -> admin actions -> Admin panel (log in again).

2. Click on Manage teams

3.  Choose List of teams

4.  Search the team and open Team profile  

5. Click on List of team members

6. Expel from this group 

 

Community members can join (depending on whether the team is Public, Closed, or Private) and leave teams by themselves, but they cannot remove other members from a team.