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Set up Teams

Tempo Teams make it easy for managers and team leads to plan and manage the time for their resources. Teams are also required for the plan approval process. While this is an optional process, creating teams allows you to use approval processes.

Tempo Team administrators can perform these tasks.

We recommend creating a test team to validate permissions and the user experience.

Create team roles

First, create a role for teams. A role describes the job done by a member of a Tempo Team or an individual working on your Cost Tracker project. By default, all team members are assigned the Member role, but you can assign roles such as DeveloperProduct OwnerScrum MasterUX Designer, etc., to individual team members as needed. 

  1. Select Settings in the Tempo sidebar.

  2. Under Teams in the sidebar, select Team Roles.

  3. In the Name box, enter a name for the new team role.

  4. Click Add.

    • The default team role is flagged. You can click Set Default to select any role as the default. 

    • To remove a role that is no longer needed, click Delete beside the role name. All team members who were assigned to this role will be assigned to the Default team role instead.


Create a Tempo team

  1. Select Teams in the Tempo sidebar.

  2. Click the Create Team link at the top-right.

  3. Fill in the Create Team form.

    • Name - Enter a name for the team.

    • Lead - Assign a team lead. The team lead will have the permissions to manage and plan work for this team. Note that the team lead must also be added as a member of the team for their time records to show up in the team timesheet and team report.

    • Program - Optional. Add the team to a program. A program is a group of teams that are associated with the same Jira project or Agile board.

    • Team Type - Select between Self-Managed and Administrative team types.

      • The Self-managed teams are the typical project teams that use Planner to plan their projects.

        Resources in self-managed teams that are planned to work on multiple projects, are shown as part of those teams in the Team Planning View. This helps resource managers assess those resources' capacity and select them when planning upcoming projects.

      • The Administrative teams are created for adminstration purposes only.

        Administrative teams are hidden from the Shared resources list in Team Planning view. All administrative-related teams are filtered out to eliminate the distraction of showing shared resources among administrative teams. Those should not be factored in when evaluating resources' capacity and effort.

  4. Click Create. Your team is added to the list of teams and you can start adding members to it.

Create a generic resource

Generic resources in Teams are created as placeholder members joining a team until a team member is found. They behave as users except that they don't have assigned roles or a duration of service and they are not included in Tempo reports. Generic resource plans don't require approval and cannot be assigned to a workload scheme or holiday scheme.

When a new generic resource is created it becomes available globally to Teams and to Planner and can be assigned to multiple teams or can also be independent of any team.

You can create a generic resource in the Plan form, Reassign Plans, or in Teams. These steps walk through creating a generic resource in Teams.

Add generic resources to a team

The generic resources in Teams works in conjunction with generic resources in Planner.

Manage Team permission on All Resources is referenced by Global Manage Team/All Resources (Full) permission. Team members without these permissions are only able to view generic resource members.

To assign a generic resource to a Tempo Team, you must create one, or search for one that was previously created for this purpose, then add it to the Team.

To add a generic resource to a Tempo Team:

  1. Click Teams in the Tempo sidebar to open the Teams page.

  2. Select a team from the list of Teams.

    If you are a team lead or a user with Manage Team permissions for this team, then you will be able to add or assign a generic resource. A Full or All Resources Role access permission allows you the access to all teams. Users without these permissions, can only view generic resources.

  3. In the People section, click + Add Generic Resource.

    This opens the Add Generic Resource window.

  4. To add a new generic resource to the team, click Create or Search.

  5. Type a new name to create it or search and select one from the matching list.

    As you type the new name, a dynamic search lists the matching names with the generic resources not yet assigned to this team. You can select one name from the list or click Create ' to create a new one.


    The same generic resource can only be added once to the team. During the search the generic resources that are already added to the team are not returned in the list.

  6. In the Add Generic Resource window, make your selection.

    When creating a new generic resource, user role and set dates are not used. Generic resources are intended to be added and removed from teams, on demand.

  7. Click Save when done.

    - The new generic resource is created and assigned and can also be assigned to other teams. Team permissions are now applied to the generic resource just like team members.

    The View Plan permission allows you to view generic resources in the Resource Planning view, and based on your permissions you will be able to create project plans for them in a team or individually, or assign them to other teams.

  8. Mouse-over the generic resource name in the Member's list. A tooltip provides an information of who assigned it to the team and the date it was assigned.


Edit Generic Resource Members in Teams

  1. Click on the generic resource name to edit it.

    The Edit Resource Name window is displayed.

  2. In Edit Resource Name make changes to the name and click Apply.

    The Created by name and date is displayed as well as the Last updated by name and date.

Add members to your teams

When you add members to a Tempo team, you can assign their role and time commitment for every team they are members of, as well as the dates when they join or leave the team.

  1. Select Teams in the Tempo sidebar.

  2. Select the team to which you want to add members from the list on the Teams page. The team's overview is displayed.

  3. Click the Add Member link at the bottom left.

  4. Start typing the name of the user you want to add to the team, and select their name from the matching results.

  5. Complete the Add Member form with the following information:

    • Role - Select the role that the user will serve on the team. By default, member is selected. Tempo Team administrators can add new roles to this list.

    • Commitment - The percentage of the user's time to allocate to this team. The default is 100%.

    • Joining - Optional. Select the date the user will be joining this team.

    • Leaving - Optional. Select the date the user will be leaving this team.

    • Skills - Optional. Select from a list of skills. Only available for Tempo Planner.

  6. Click Save to add the new team member.

You can later edit the role, availability, and dates of team membership by clicking the team member in the People section on the team's overview.

  • You can have users with multiple start/end dates and/or roles in the same team. The team's overview will always show the current member status, so that if a team member is added to the same team for different dates, only the team member's current member status is shown in the list of team members.

  • If a user is a member of multiple teams and has more than one role, only the role from the last team they joined will be visible in a Logged Time Report when you Group by Role.

  • When a user is deactivated in Jira, it’s best to leave the user in their Tempo team(s) and then set an appropriate Leaving date for them. See Inactive or Deleted Jira Users and Tempo Timesheets for more information.

Add user skills

You can create skills for your team and then assign the skills to users. This helps assign work in larger teams more quickly.

  1. Click Settings in Tempo sidebar.

  2. Under Teams, click Skills.

  3. Add a Name for the new skill. For example, Java, Python, Figma, UX Design, CSS, ML, etc.

    Skill names can be a maximum of 15 characters long.

  4. Click Save.

  5. Open a team.

  6. Edit a user or a generic resource. To edit an existing team member, click to select it from the People section.

    You can also add a new member or a new generic resource to the team and add their skills.

  7. Search for a skill in Skills to select one from the list.

    The list of skills is derived from the skills that were defined and populated in Settings > Skills.

  8. Add the appropriate skills for the user.

    A maximum of five skills can be added to a specific user or to a generic resource in Teams.

  9. Click Save when done.

Grant Tempo Team Permissions

Teams must have permissions to perform their tasks.

  1. Select Teams  in the Tempo sidebar.

  2. From the Teams view, select the team for which you want to grant permissions.

  3. The team's Overview is displayed: click Permissions in the upper-right. If you don't see this option, click More.

  4. For existing permission roles (such as Member), select the permissions you want to grant to the users in this role, and click Save. You can also add users to, or remove users from, this permission role.

  5. To create a permission role, click +Add permission role, select the permissions for the role, and add the desired users to it.

Team Permission


Who should have this permission?


Tempo Team Administrator

  • Permission to create, configure, and delete teams, manage team permissions, and browse teams.

  • Permission to create, configure, and delete programs (groups of teams) and iterations for programs and to plan time for teams and team members.

Managers, administrators, HR

This is a Tempo Global permission.

Team Lead role

  • Browse Team permission (see below) for the team that you lead.

  • Approve Timesheet permission (see below) for the team that you lead.

  • Plan Time permission (see below) for the team that you lead.

  • Permission to configure your team.

  • Assign a role to team members.

Department or team managers, project team leads

Tempo Team administrators can assign a Team Lead when they create a team, or edit the Team Lead role later on.

The Team Lead role is not sufficient for moving employees between workload or holiday schemes or for changing the Team Lead.

View Worklogs

Permission to view all worklogs for the team members of the respective teams.

This will give you access to the Timesheet in My Work for the respective team members. 

Team leads, managers, administrators, HR

You can see the worklogs of Jira users, regardless of their status: active, inactive, or deleted - see Tempo Permissions and Inactive or Deleted Jira Users.

Manage Worklogs

Permission to create, edit, and delete worklogs for the members of the respective teams and/or users. 

Team leads, managers, administrators, HR

Users with this permission cannot make changes to worklogs in user timesheets after the Scheduler has closed the period. They must grant a grace period to that team member so that they can make the changes themselves.

Approve Timesheets

Permission to:

Team leads, managers, administrators, HR

  • Users with this permission cannot approve their own timesheets, even if they are members on their own team. If there are no Reviewers available for you, a Tempo Team admin will need to add you to a team with an approver, or add an approver to your team by granting them the Approve Timesheets permission, such as with a specific permission role for your team.

  • When you select this permission, the View Worklogs permission is automatically selected so you can view the timesheets that you're approving!

  • Users with this permission cannot make changes to worklogs in user timesheets after the Scheduler has closed the period. They must grant a grace period to that team member so that they can make the changes themselves.

  • If you're not using the Scheduler, and the timesheet period is Open for approvers, users with this permission can still make changes to their team members' timesheets or approve them.

View Plans

Permission to view all plans for all team members of the respective team.

  • Tempo Planner users, such as other team members

  • Team leads, managers, administrators, HR

Manage Plans

Permission to create, edit, and delete team plans and plans for members of the respective team.

Team leads, resource or department managers

Approve Plans

Permission to review and approve or reject plans for the members of the respective team.

Team leads, resource or department managers

  • If Enable Plan Approval is off in Tempo Settings, the Approve Plans permission is not available.

  • When you select the Approve Plans permission, the View Plans permission is also automatically selected so you can view the plans you're approving!

Manage Team

Permission to add members to the respective team, delete the team, edit all team settings, grant team permissions, and create, edit, and delete permission roles for the respective team.  

Team leads, team administrators, HR

View Team

Permission to view a team and its members, but not their worklogs or plans.

All Tempo users who have access to this team

This permission is always granted to all permission roles for the respective team.

Link Teams to their Jira projects

Link your team to Jira projects on which they are working to help you with issue management. This enables you to give Jira issues to your team, and the team can be used in the Jira Issue search.

Once you've linked your team to a project, you can link them to the Jira issues in that project if the Tempo Team custom field is available.

  1. Select Teams  in the Tempo sidebar.

  2. On the Teams page, select the team you want to link to a project.

    You can link a team to multiple projects. You can also link different teams to the same projects

  3. Click Add Project Link at right.

  4. Type the name of the project to which you want to link your team, and select it from the drop-down list. The project and the team are now linked.

  5. To unlink a project from a team, click the x that appears in the top-right corner of each linked project.


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