As organizations grow, "who is responsible for this" stops being a question about individuals and becomes a question about teams. Clokio's Teams feature groups employees into named teams with a lead, lets you tag teams on tasks, gives leads visibility and authority over their people's work, and provides a Team Workload view that shows at a glance who is overloaded and what is overdue. This guide covers setting teams up and putting them to work.

Creating Teams

Teams are managed by organization admins:

Create a team and give it a clear name: "Frontend", "Support", "Warehouse Night Shift".
Add employees as members. An employee can belong to more than one team.
Optionally appoint a team lead, the person answerable for the team's delivery.

Teams are organization-wide, not tied to a single project, which is exactly what makes them useful: a team's work usually spans many projects, and teams let you follow the people rather than the project.

The Team Lead Role

A team lead gets meaningful visibility and a bounded set of powers over their people's work:

Visibility across projects. A lead sees their team's tasks in the team view, including tasks in projects the lead is not otherwise a member of. The lead follows the work wherever it lives, without being granted access to entire project boards. This is deliberate: a lead overseeing a task their team holds does not automatically get to browse the whole project it came from.
Assignment authority. On tasks where the lead's team is involved, the lead can reassign work among the relevant people, even without being a member of the project. This covers the everyday reality of a lead rebalancing their team's plate.
Workload oversight. In the Team Workload view, a lead sees the teams they lead and those teams' members.

A lead's authority follows their people: it applies both when the team is tagged on a task and when a team member is currently assigned to a task, so a lead is never blind to work their people carry just because nobody added a tag.

Tagging Teams on Tasks

Beyond assigning individuals, a task can carry one or more team tags. Tagging a team on a task means "this is our team's kind of work", and it does three things:

It routes the task into the team's view, making it discoverable by the team.
It gives the team's lead standing on that task: the lead can manage who from the relevant pool is assigned.
It lets a team member who currently holds the task hand it over within the team, for example passing a support ticket to a colleague before going on leave.

The pool of people who can be assigned through a team tag is bounded to those already involved: the team's members and lead, plus the task's existing watchers. Tagging a team never exposes the task to unrelated people, and the tag can be removed like any other change, with everything recorded in the task's activity history.

One thing to be aware of as an admin: whoever can tag a team on a task is effectively delegating assignment rights on that task to the team's lead. That is the feature working as intended, but it is worth knowing when deciding who can edit tasks in sensitive projects.

The Team Workload View

The Team Workload page answers the capacity question in one screen. For each selected employee or team it shows:

Open tasks - everything currently on their plate.
Due today - what needs attention right now.
Overdue - what has already slipped.

Counts are cross-project, so a person splitting time between four projects shows one true total. Rows expand to the underlying tasks, and each task row shows its own project's status label, since different projects define different statuses.

Access is tiered: organization admins and project managers see everyone; team leads see the teams they lead and their members. Subtasks are counted as their own rows here, because a subtask on someone's plate is real work on that plate.

Use it in the weekly planning meeting: sort out who is over capacity, chase the overdue column, and rebalance before the sprint starts rather than after it fails.

Teams and Notifications

Task notifications follow involvement, and teams plug into the same system. People assigned to a task, watching it, or mentioned in its comments receive notifications in-app, by email, and by push on mobile. When a lead reassigns work within the team, the newly assigned person is notified and automatically starts watching the task, so handovers never silently disappear. The team view gives members a standing place to check for newly tagged team work.

Common Questions

Can an employee be in several teams?

Yes. Membership is many-to-many. A developer can be in "Backend" and in "On-call" at the same time, and each team's view and workload counts include them.

What exactly can a team lead do on a task their team is tagged on?

The lead can manage assignment among the people already involved with that team's work: team members, the lead, and the task's watchers. The lead does not gain edit rights over the task's content, and does not gain access to the rest of the project. Content editing stays with the project's own permission rules.

Why does a lead see a task but not the project it belongs to?

By design. The team view is the lead's window into their people's work. Granting whole-project access just because one task involves the team would overshare; leads see and manage the tasks, not the boards around them.

Does a team need a lead?

No. A team without a lead still works for tagging and for workload reporting. Lead-specific powers simply do not apply until a lead is appointed.

Who can see the Team Workload view?

Admins and project managers see all employees and teams. Team leads see their own teams and members. Other employees do not have access to this view.

Clokio Teams Guide - Team Leads, Team Tags and the Team Workload View