July 2, 2015

FAQ

General

What is TeamTools?

TeamTools is for teams using Google Apps. TeamTools uses the user directory you have already configured in Google Apps to provide useful and easy-to-use tools to your employees or staff. All the below features support full search, as well as filtering by the groups you have defined in Google Apps.

  • Photo gallery
  • Table with export
  • Timeline
  • Calendar
  • Org chart
  • Upcoming birthdays and anniversaries
How do I install TeamTools?

Follow our Quick Start here!

How does the pricing work?

TeamTools is free for the first 50 users! Subscriptions are based on a quantity that corresponds to additional blocks of 50 users. So if you have 75 or 100 users, your subscription will be for a quantity of 1; if you have 125 or 150 users, your subscription will be for a quantity of 2. You can check out the subscription plans here.


Features

How does TeamTools search and group filtering work?

The Search and Groups filters in the top navigation bar filter all TeamTools users, regardless of which view (Gallery, Table, etc.) you select. All fields for users (e.g. name, title, manager, phone) are searched for matches with the search text. Field names are not searched (e.g. you cannot search for “birthday” to show only birthdays in the calendar view).

The Groups filter is populated with the Google Apps groups that are defined for your domain. You can search within a group (i.e. you can have both Search and Groups filters active at the same time). To clear either the Search or Groups filters, just click on the “X” that appears at the right for active filters.

What does the refresh button at the top right do?

Once TeamTools fetches your Google Apps data, it stores this data locally for a week or so. If you have updated your Google Apps data and want to see the updates in TeamTools right away, you can hit the refresh button, which forces a refresh from your account.

If your data is limited due to the installation being incomplete, you will see a warning banner at the top of the screen, and TeamTools will fetch your Google Apps data each time the page loads, to see if the installation has been completed and new data can be fetched.

How does the TeamTools table export work?

The Export button exports the current table view in the selected format as a download. This means that in order to get an export of all users, you have to first select “All” from the entries per page button at the right (this button initially is set to “20”).

The PDF export is limited to the first 4 columns of the table in order to make it fit on a single page width. To get a PDF of all columns, export to another format (e.g. Excel) and after deciding how to arrange the page layout in Excel you can print it to PDF.

How does the TeamTools org chart work?

The TeamTools Org Chart view has two controls to help you format the organization chart. The “Levels to show” number defines how many levels deep the org chart boxes and lines will go. The first level is that of the company itself, so if you want to see top level managers and their direct reports, you would select 3.

The “Show remainder as list” checkbox, when checked, puts all users in levels below the “Levels to show” in a list below the box they report to.

You can also collapse specific subtrees of boxes and lines by clicking on the number at the bottom of a manager’s box (e.g. “+10”, which means this manager has 10 direct reports). Clicking on the number again expands the tree again.

Printing the org chart is possible, but depends on your specific setup. In Google Chrome, you can select all the elements in the chart, right click, and select “Print…”.


Data

Where does TeamTools get its list of Google Apps users?

TeamTools gets users from your Google Apps Directory. To see your Directory, go to Contacts and click on the Directory link in the left column.

Suspended and deleted users are not shown either under the Directory section or in TeamTools. In addition, your Google Apps administrator can disable Contact Sharing for certain users, which will cause them to not appear.

Note that if your Google Apps administrator has chosen to do so, you might also see “domain shared contacts” in your Directory. These are people who don’t have email addresses in your domain, but who you need to be able to contact. These contacts do not appear in TeamTools.

Where does TeamTools get its data for Google Apps users?

TeamTools gets most of its data from your Google Apps Directory (see below for photos and birthdays). To see your Directory, go to Contacts and click on the Directory link in the left column.

Your Google Apps administrator maintains the data in the Directory. Please note that users cannot modify this data: for example, if you add data to a user’s directory entry from the Contacts page (even your own), it is copied to a new entry in your Contacts and does not become part of the Directory entry.

Looking at a user’s Directory entry, you may see a section called “Directory profile”. This section includes data from the Directory, but also can include additional data (such as birthday and links) from the user’s Google+ profile if they have one.

Where does TeamTools get Google Apps user photos?

TeamTools by default uses Gmail pictures for user photos. This is the picture that you see whenever you roll over a name in your Gmail inbox, Contacts, or Chat list.

To change your Gmail picture, to to Settings in Gmail and navigate to the “My picture” section. Make sure to choose “Visible to everyone,” or this photo will not appear in TeamTools. Your Google Apps administrator can also change user pictures.

If a user does not have a Gmail picture, or did not choose “Visible to everyone,” then TeamTools looks to see if the user has a profile photo in Google+ (also called a “Google Profile picture”), and if so uses this photo.

Note that Gmail pictures are only visible if your browser is logged into Google in the same domain. So for example if you open TeamTools in a Google Chrome Incognito window, you will not be able to see user photos.

Where does TeamTools get Google Apps user birthdays?

Birthdays are not part of the Google Apps Directory. There are two places TeamTools looks for birthdays. First, TeamTools looks to see if your Google Apps administrator has introduced a Custom User Field called “birthday”. This might have been done using the Directory API or using Google Apps Directory Sync to synchronize to a LDAP directory server.

If no such Custom User Field exists, then TeamTools looks for a Google+ profile which includes a birthday field. If this field exists and is shared with the organization, then it appears in TeamTools.

Where does TeamTools get Google Apps user start dates?

Start dates are not part of the Google Apps Directory. There are two places TeamTools looks for start dates. First, TeamTools looks to see if your Google Apps administrator has introduced a Custom User Field called “startDate”. This might have been done using the Directory API or using Google Apps Directory Sync to synchronize to a LDAP directory server.

If no such Custom User Field exists, then TeamTools gets user start dates from the creation date of that user’s record in Google Apps Directory. To see your Directory, go to Contacts and click on the Directory link in the left column.

Where does TeamTools get Google Apps user managers to build org charts?

TeamTools gets managers for users by looking for a relationship of type “manager” in that user’s record in Google Apps Directory. To see your Directory, go to Contacts and click on the Directory link in the left column. Looking at a user’s Directory entry, you may see a section called “Directory profile”. This section includes data from the Directory, including a Manager’s email if it was set.

The main way in which a relationship of type “manager” is created is by your Google Apps administrator completing the Account information for that user, and filling out the field “Manager’s email.” Note that this field can also be filled in with a name, a non-primary email, an email alias, an email not in this account, or any other text. TeamTools can only map a manager to another user in Google Apps if this field contains the primary email of that user.