July 2, 2015

FAQ

General

What is TeamTools?

TeamTools is for teams using G Suite. TeamTools uses the Google Directory you have already configured 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 group.

  • Photo gallery
  • Customizable table with export
  • Timeline
  • Calendar with birthdays and anniversaries
  • Customizable org chart with export

In addition, you can customize most aspects of TeamTools, including user data fields, app views, and language. User roles include the ability to control who can edit data and modify settings.

In a nutshell, TeamTools is an instant company directory based on the data you already have in G Suite.

How do I install TeamTools?

Just log in and follow the setup prompts. You can also get an overview of the steps 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.

With TeamTools, you never pay for user who are suspended, deleted, or hidden (Contact Sharing disabled). So if you see more users than you expected when you first log in, try hiding any who are not actual users (like shared email addresses or resources). You can do this either from TeamTools or from the Google admin console.


Setup

How do I update users and groups?

Admins can edit all user data either from TeamTools or from the G Suite admin console. In addition, G Suite admins can designate other users as TeamTools admins, allowing them to edit data only from within TeamTools. Just go to the Admin Tools section in TeamTools.

Admins can hide or show both users and groups from within TeamTools, or from the G Suite admin console if they are G Suite admins. Admins can also create and delete custom fields for users, and if desired, allow all users to edit their own data. All these features are in the Admin Tools section in TeamTools.

How do I add custom fields?

Admins can add custom fields from the Admin Tools section. After a custom field is added, it will appear when editing each user, and can be added as a column to the table view. Please note that if you delete a custom field, it will also delete all data entered for that field for every user.

How do I update photos?

TeamTools 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. If all of your users don’t already have a picture uploaded (or if some have uploaded things besides photos), the text below might be helpful in asking them to update:

To change your Gmail picture, go to Settings in Gmail and navigate to the “My picture” section.

G Suite admins can also update user pictures from the Admin console:

Can I only include users from my department or group?

Yes! Enterprise accounts can customize which users to include in TeamTools, for details please contact us.

How do I change the language?

You can change the language TeamTools uses in Preferences. This only controls the language on the specific device where you set the preference.

Owners can change the default language for all users under Owner Settings, which can then be overridden for a specific device as above. In addition, The Subscription Owner can designate other users as TeamTools owners by going to the Owner Settings section in TeamTools.


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 (like name, title, manager, and phone) are searched for matches with the search text. Field names are not searched (for example, you cannot search for “birthday” to show only birthdays in the calendar view).

The Groups filter is populated with the groups that are defined in your G Suite instance. Admins can hide or show groups from the Admin Tools section in TeamTools or from the G Suite admin console. You can search within a group (in other words, you can have both Search and Groups filters active at the same time). To clear the Search or Groups filters, just click on the “X” that appears at the right of the search box or the “Clear” button that appears at the right of the current group filter selection display.

How does the TeamTools table export work?

The Export button downloads the current table view in CSV format. This means that in order to get an export of all users, you have to first set Rows per Page to “All” in Table Settings.

You can also control which columns to display in Table Settings, and you can order the table by any column by clicking on its header.

How does the TeamTools org chart work?

The TeamTools Org Chart view has many controls to help you format the organization chart.

The down and right arrow icons control which direction the chart flows. The contract and expand icons decrease and increase the number of levels shown in the chart. The export button exports the currently configured chart as an image.

When you hover over each node in the chart, you will see arrows on each side and a “…” icon in the center of the node. The arrows contract or expand the nodes in the direction of the arrow. The “…” icon opens the detailed user view.

The chart is built from the Manager Email field for each user. Admins can edit this field rom within TeamTools or in the G Suite admin console.