Managing Team Members: A Guide for Trovve Admins

Trovve works with Microsoft 365 to keep your team information up-to-date. Here's what you should know:

Automatically Synced Information (Can't Edit in Trovve)

• Email addresses
• First names
• Last names
• Job titles

These details sync directly from M365 - any changes need to be made in your Microsoft 365 admin center.

Accessing User Management

1. Open Settings Menu:
   • Find your profile picture at the bottom of the main menu
   • Click it and select 'Settings'
   • Note: You must have admin rights to access these settings
2. Navigate to Users:
   • Click the 'Users' tab
   • You'll see a list of all team members
   • Click any user to view their details

Editing User Details

When you open a user's profile, you'll see two main sections:

Job Tab Settings

Here you can manage work-related information:

• Groups: Assign users to specific team groups
• Hire Date: Set or update when they joined
• Timezone: Choose their working timezone
• Work Schedule: Select their working hours pattern
• Roles: Set their system permissions
  • Member: Basic access
  • Manager: Can submit daily reports and manage team members
  • Admin: Full system access and settings control
  • Note: Users need the Manager role to submit daily reports

About Tab Settings

Personal information you can update:

• City: Where they're based
• Country: Their location
• Birth Date: For birthday celebrations and records
• Always click 'Save' after making changes

Managing User Status

To deactivate a user:

1. Find their name in the user list
2. Move your mouse to the far right of their row
3. Click the three dots (⋯) that appear
4. Choose 'Mark Inactive' from the menu
5. Confirm your choice

Creating and Managing Work Schedules

Access schedule settings:

1. Go to the 'Work Schedule' tab
2. Click on 'Work Schedule'

Setting Up Different Schedules

• Create multiple schedules for different teams
• Set specific working hours
• Define break times
• Add multiple shifts if needed

Tips for Work Schedule Management

• For Global Teams: Plan schedules with timezone overlaps
  • Example: If you have teams in New York and London, try to have at least 3-4 hours overlap
• Schedule Changes: Important - tell users they must log out and log back in for new schedules to take effect
• Flexible Schedules: Create different patterns for various team needs (part-time, full-time, shift work)

Company-Wide Settings

Find these under 'Company Profile':

Company Timezone Settings

• Set your company's main timezone
• This affects:
  • Task due dates
  • Report deadlines
  • System notifications
• Note: While meetings show in users' local times, tasks use company timezone

Work Summary Requirements

• Find 'Require work summary during checkout'
• When enabled:
  • Managers must submit daily work reports
  • Reports are required before ending their workday
  • Helps track daily progress and activities

Best Practices

• Regular Updates: Review and update user information monthly
• Timezone Management:
  • Keep company timezone accurate
  • Help users set their correct local timezone
• Work Schedules:
  • Review schedules quarterly
  • Adjust for seasonal changes or team growth
• Role Assignment:
  • Regularly review admin and manager roles
  • Only assign necessary permissions

Troubleshooting Common Issues

• Sync Issues: If M365 information isn't updating, check your connection settings
• Schedule Problems: Remember the logout/login requirement
• Timezone Conflicts: Double-check both company and user timezone settings