Guide for “Teams” in AmpliFlow

Welcome to our guide to understanding and using “Team” in AmpliFlow.

This guide explains what a Team is, how it is used in AmpliFlow, and how you can build and manage your Teams to ensure that all users have the right access and permissions.

What is a “Team”?

In AmpliFlow, a Team is basically a list of Users. The purpose of using Teams is to create structured groups of users who, for example, collaborate in specific areas or functions and can be considered as a manageable entity.

Having a well-structured team allows you to:

Assign and manage permissions more easily: By assigning permissions to entire Teams instead of individual users, you can quickly and easily manage access to different parts of AmpliFlow.
Visualize collaboration: Teams can be used to group employees who often collaborate, facilitating communication and coordination of tasks.
Facilitate on/offboarding: When employees move between roles or leave your organization, you can easily update Team memberships without having to adjust permissions for individual users in hundreds of places.

How Teams Work in AmpliFlow

A team consists of a list of users assigned to different roles within the system. This makes it possible to specify which features and modules users in the Team have access to.

A role might be, for example, “Administrator” which would give all users in the team the “Administrator” role - but more often it involves, for example, giving the “Seller” team the “Customer Requirements - Readers” role so that they can access and read content in the Customer Requirements function.

Where is Team used?

Teams are used in several contexts within AmpliFlow. Here are some of the most common uses for Teams in AmpliFlow:

Access Control for Steps in Checklists

One of the most common uses for Teams is to control access to checklists and their various steps. Each checklist is divided into several stages, and each step can have its own permission settings. By using Team, you can ensure that only relevant users have access to specific steps in a checklist or routine.

Teams that have been linked to the “Perform” step in checklist

Examples:

Team Economy: May have access to the step “Conduct administration for new customer.”
Team Delivery Planner: May have access to the “Schedule delivery for customer” step, but not the administration step.
Team Management: See all the steps in the checklist and can participate in the entire routine.

Filtering in functions

Teams are also used to filter information in various functions within AmpliFlow, such as”The competency matrix“. By filtering on a specific Team, you can quickly get an overview of what competencies exist among the users in that Team.

Examples:

If you want to know what technical skills exist within a specific development team, you can filter competency matrix to show only those users and their competencies.

Accessing Features

In addition to providing access to specific checklists and specific parts of functions, Team is used to provide access to entire modules within AmpliFlow. This includes modules such as the “Goals module,” where you can give an entire team access to create, edit, and follow up on goals.

For example, you may have given a team rights to use the “Goals” feature - but that only lets the team through the door. There is no guarantee that a team with the “User” role actually has any goals that they can see.

Examples:

The management team: Can have full access to the goals module to set and follow up goals for the entire company. May have also been added as responsible for the objective “Increase EBITA by 10% compared to the previous period”.
Management Systems Consultants: May have been added as a participant in the Goal “Deliver 15% higher customer satisfaction compared to the previous period Q2 2025” and then see that goal and all sub-targets. But they do not see the headline target “Increase EBITA by 10% compared to the previous period.”

How do we build teams in a good way?

Building and managing Teams in AmpliFlow is a process that on the surface seems simple but may require you to have your tongue right in your mouth.

Here's a step-by-step guide on how to create and optimize Teams over time:

Step 1: Import Users

Before you can start adding users to Team, users need to have been added to AmpliFlow. Logically.

Step 2: Assign permissions to the “Team” function

Before you can start creating Teams, the right people need permission to manage Teams in AmpliFlow. This may include HR staff or other key people responsible for user management and security. Assign 1 or 2 people as Owner for the feature.

NOTE: Having user edit permissions is a very powerful feature as it allows you to assign users, including yourself, the role of Administrator — a role that can see and do everything throughout the system.

Read assign permissions for a guide on how to add those who will work with Team Management.

Step 3: Add Users

Identify which users should be part of which Teams based on their duties, responsibilities, and partners. Consider how different departments or workgroups are structured within your organization.

Example of Team:

Economy: Users who manage financial transactions and budgeting.
Delivery Planner: Users responsible for logistics and delivery schedules.
Cord: Management-level users who monitor and direct the strategic direction of the organization.

Tip: Start with a few “core teams” and be restrictive about creating new teams in the future, better think about and reuse an existing team instead of creating a new one.

Step 4: Create and Name Teams

Once you've done initial mapping, it's time to create and name your Teams in AmpliFlow. Name the Teams in a way that clearly reflects their function or area of responsibility.

Log in to AmpliFlow and navigate to the Team feature.
Click “New Team” and enter a suitable name.
Add a description that explains the purpose and objectives of the team.
Optional: Add users now or do it on specific users later
Optional: Assign roles to Team Now or let Feature Owners do it themselves later directly in the subfunction settings.

Step 5: Update the Information Page

Update the information page in AmpliFlow (or the intranet) describing how you work with Teams and who is responsible and involved. This is important to ensure transparency and clarity around the structure and functioning of the Teams.

Navigate to the documentation for your Teams.
Add details about your Team's purpose, goals, and people in charge.
Publish the update and inform relevant stakeholders.

Step 6: Reach Out to Stakeholders

If you are working with a consultant from AmpliFlow, it is important to notify them that the work is ready for review. This ensures that all settings and configurations are correct and optimized for your needs.

Tips

Here are some tips for a good structure of your Teams in AmpliFlow:

Communicate clearly: Make sure everyone who works with Team understands what it is and why the job is done. This includes explaining the purpose of Teams and how they contribute to the goals of the organization.
Optimize the number of teams: Consider having as few teams as possible to facilitate management. Each team should be a group of people who often collaborate together, such as departments or project teams.
Define responsibilities and roles: If the work is divided, be clear about the division of responsibilities. Define roles and responsibilities within each Team to avoid confusion and ensure efficiency.
Communicate results: Communicate the results to internal stakeholders to ensure everyone is aware of how Teams are used and the benefits they bring.

Explanation of the respective column

A Team in AmpliFlow consists of the following information (columns):

Name: The name of the team, which should reflect its function or department. This name is used to identify the team within the system.
Description: A brief description of the purpose and objectives of the team. This provides an overview of why the Team exists and what it strives to achieve. Tip: If it is difficult to describe the Team, this may indicate that it may not be created without using another Team.
Users: The list of users who are part of the team. This includes all members who participate in Team activities and have access to its resources.
Roles: Specific rights and access levels that the team has to various functions in AmpliFlow. This determines what information and tools the team can use.

By following this guide, we hope you will have a smooth and efficient experience with Team in AmpliFlow. If you have any questions or need additional support, do not hesitate to contact our support.

Contact:

Website: www.ampliflow.se/support
E-mail: support@ampliflow.se

This guide is designed to give you an in-depth understanding of Teams in AmpliFlow and how you can use them to improve your work processes and optimize your organization's efficiency. By following the steps and tips in this guide, you can ensure that your Teams are well organized, efficient and aligned to meet your specific needs and goals.

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