After learners have been added to your experience and puts into teams, you will be able to manage those teams and track their activity as they complete projects.
Aside from following a team's progress and conducting general oversight, you will also be able to continue to administrate the team as needed with adding or removing members, modifying the team's state, and more.
See the full guide here on how to get your learners into your experience and on to teams.
General
Activity
Every team within your experience will have it's activity tracked and and visible to you as the experience administrator. You can easily view:
When a team has started a project
Milestone progress along with submitted materials
Surveys that have been completed on a per team member basis
The final submission made
Agreements signed by team members
Work log hours tracked
Invoices and payments issued
Feedback the team has received and authored
States
Every team has a state assigned to it which displays their progress for the project.
Active - The team is actively completing the project and can continue to submit milestones, surveys, etc.
This is the default state for all teams.
Teams in the active state count towards usage limits set by the experience
Completed - The team has completed the project by making a final submission.
A team will automatically be transitioned to completed once a final submission is made.
Teams in the completed state count towards usage limits set by the experience
Teams in the completed state cannot have their state changed
Inactive - The team has not made progress on the project with respect to the timeline. Teams in this state can still make progress by completing any item in their team's timeline.
A team will automatically be transitioned to inactive if the experience has non-binding deadlines set, the team has not completed the ‘Start project’ task, and 30 days have passed since the start date.
A team will automatically be transitioned to inactive if the experience has non-binding deadlines set, the team has not completed its final submission, and 30 days have passed since the end date.
Any team without members will be shown as inactive until members have joined.
A team will automatically be transitioned to active from inactive if it takes any action in its timeline.
Teams in the inactive state count towards usage limits set by the experience
Incomplete - The team can no longer make any progress on the project and has not completed a final submission. If the experience is configured with any sort of team, or project limitations, teams in an incomplete state will count against these limits.
A team will automatically be transitioned to incomplete if the experience has binding deadlines set and the team misses the project start date.
A team will automatically be transitioned to incomplete if the experience has binding deadlines set and the team misses the project end date.
Teams in the incomplete state count towards usage limits set by the experience
Cancelled - The team can no longer make any progress on the project because the team, employers, or experience administrators have decided to cancel the team. Teams in this state will not count towards any experience team or project limitations.
Teams in the cancelled state do not count towards usage limits set by the experience
Teams in the cancelled state cannot have their state changed
As an experience administrator, you can manage the state of a team and move them between states as needed.
How to
View all teams
To view all teams in an experience:
Navigate to your experience and click the "Teams" tab
View a team
To view a specific team in an experience:
Navigate to your experience and click the "Teams" tab
Click the team you want to view
View a team member
To view a member of a team along with their activity within the team:
Navigate to your experience and click the "Teams" tab
Find and click the team
Click the "Members" tab
Click the member you want to view
Create a note on a team
To create a note on a team:
Navigate to your experience and click the "Teams" tab
Find and click the team
Click the "Notes" tab
Click "Add note"
Write your notes and click "Submit" to save
Any notes left on a team are only visible to other experience members who have the "Teams" permission.
Deactivate a team
If you want to deactivate a team:
Navigate to the team
Click the "Settings" tab
In the "Team" tab under the "General" settings click "Deactivate"
Activate a team
If you want to manually activate a team:
Navigate to the team
Click the "Settings" tab
In the "Team" tab under the "General" settings click "Activate"
A team can only be activated if it is currently inactive.
Incomplete a team
If you want to incomplete a team:
Navigate to the team
Click the "Settings" tab
In the "Team" tab under the "General" settings click "Incomplete"
If the project is paid with hourly payments, a final invoice will be generated when the team is incompleted given that the minimum threshold for work log entry hours is met.
Cancel a team
If you want to cancel a team:
Navigate to the team
Click the "Settings" tab
In the "Team" tab under the "General" settings click "Cancel"
A team can only be cancelled if it is currently active or inactive and, in the case of a paid project, has not met the minimum threshold for work log entry hours when invoices are hourly.
If the project is paid, no invoice will be generated for a cancelled team.
Delete a team
If you want to delete:
Navigate to your experience and click the "Teams" tab
Find and click the team
Click the "Settings" tab
In the "Team" tab under the "General" click the "Delete team" button
A team cannot be deleted if it has any of the following: invoices or payments, a final submission, feedback.
Best practices
When to end a project early
Whether your experience is part of a course learners are taking, or they are working on paid projects in their spare time, you may need to cancel or otherwise end a team's project before it reaches its full scope of work.
Before ending the project, always make sure you are in communication with both the learners and project administrators to talk through why it is needed, and what the appropriate best next steps are for it.
You may be able to come to a resolution where cancelling or ending the project is not needed.