A project team is a named group of people and departments. Once you've created one, you can choose it as an audience when sharing a project or task with Selected people, instead of picking everyone individually each time. See Who can see a project or task.
Before you start
Creating a project team depends on your organization role — see Access, in plain words. In an organization that uses permission groups, project teams need the Project Teams permission (View all or own, Create, Edit, Delete); with View (own) you see the teams you created or own. Creating a project team, changing one you don't own or manage, or deleting one you don't own also needs the Create project teams, and change or delete ones they don't own special permission in an organization that uses permission groups — see Special permissions.
The project teams list
Open Projects & Tasks > Project Teams.
| Column | Shows |
|---|---|
| Team | Name and description |
| Members | A count badge, plus up to three members' names |
| Owner | The team's owner |
| Status | Active or Inactive |
| Actions | Edit and Deactivate, where you're allowed to use them |
Empty state: "No project teams yet. Create one to share work with a group instead of naming people one at a time."
Create a project team
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Select New team in the toolbar. This opens an inline form — there's no separate page for it.
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Enter a Name — required.
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Optionally enter a Description.
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Add members one at a time: choose Person or Department, then:
- for Person, enter their numeric User ID;
- for Department, choose one from the list.
Each one you add appears as a removable badge ("Person #{id}" or "Department #{id}"). Help text: "Adding a department adds everyone currently in it, and keeps up as that changes."
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Select Save team (Cancel discards the form).
Edit a project team
Select Edit next to a team you're allowed to change. The same inline form opens, pre-filled with the team's current name, description and members — change what you need and select Save team.
Deactivate a project team
Select Deactivate next to an active team you're allowed to change. Confirm "Deactivate {name}?" / "It stops granting access to anything it was shared with. The record and its history are kept." with the Deactivate button.
Deactivating is not deleting — the team and its history stay on record, but it stops granting access to anything it's been shared with.
Current limitations
- Adding a person to a team means typing their numeric User ID directly — there's no name search or picker.
- A team's members can be marked as managers who help maintain it, but nothing in this screen lets you set or see that.
- Once a team is deactivated, there's no control to reactivate it.