Organize users with teams

Subscription admins can create and manage teams in Pendo, which are user groups based on shared responsibilities, organizational departments, or job functions. Teams help organize users within a subscription and manage access to shared content, such as dashboards. A single user can be assigned to multiple teams.

When sharing a dashboard, you can select a team instead of choosing individual users. This lets you share content with a group at once rather than manually entering each user. You can also assign a team during the user creation process, where you can invite up to 10 users at a time. For more information, see Manage internal users.

Teams can help reduce the number of users who receive content that isn’t relevant to them by limiting sharing to specific groups. This can be especially useful in larger subscriptions where many users need access to different sets of content based on their roles or responsibilities.

Grouping users into teams helps ensure that the right people have access to the same data, which can support alignment across roles. When you share a dashboard with a team, team members can view and comment on the data as soon as they’re added. This helps support more timely conversations and shared understanding without the need to add users individually. For more information about commenting on dashboards, see Collaboration on dashboards.

Note: Teams are only available with paid Pendo plans.

Use cases

Teams are designed to help organize users within a Pendo subscription based on how they work, what they do, or where they sit in the organization. Depending on your internal workflows or reporting structure, you can structure teams in several ways:

• Scrum teams. These teams often include cross-functional members who work together toward a shared goal within an agile framework. For example, a team might include engineers, designers, and product managers responsible for a specific feature or initiative.
• Departmental or role-based teams. These teams reflect your organization’s reporting structure or job functions. You might create a team for product managers, customer success managers, or support engineers to manage dashboard sharing by function.
• Task-based teams. These teams are grouped by responsibilities specific to Pendo, such as tagging Features, building guides, or creating reports. These teams are often formed to support recurring workflows across teams or departments.

Using teams can help manage access to content based on team structure, particularly in large organizations where many users work in the same subscription. Sharing dashboards with teams instead of individual users can reduce the amount of irrelevant content users see and help ensure that the right people have access to the right information.

Note: If SCIM is included in your Pendo plan, SCIM groups sent to Pendo are automatically created as teams. You won’t be able to create custom teams, but you can use your SCIM groups to manage team-based access in Pendo.

Create a new team

You can create teams from your settings in Pendo.

1. Go to Settings > Users and teams.
2. At the top of the page, open the Teams tab.
   
   
   
   
3. In the top-right corner, select + Create team.
4. Enter a Team name and a Description. You can view and search by these details within the Teams tab.
5. For the Team logo, choose a color and icon.
6. To add members to your team, select Next: Team members.
   
   
   
   
7. In the text box, enter the name or email of a Pendo user. As you enter text, matching users appear in a dropdown. Press Enter or Return to select the highlighted user, or select their name manually. If a team member isn’t an existing user, you can invite the user to Pendo after the team is created.
8. Repeat step 7 for each team member.
9. To add all selected team members, select Create team.

The new team appears in the Teams table, which lists the team name, description, number of members, and the date and time the team was last updated.

Edit team details

To change an existing team’s logo, name, or description:

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the relevant team name from the Teams table.
4. Select the logo, name, or description to update the corresponding details.

Add new members to an existing team

After you create a team, you can edit its details any time:

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the team name from the Teams table.
4. Select + Add team members.
5. (Optional) Check Hide existing team members to only view the new members you’re adding to the team.
6. In the text box, enter the name or email of a Pendo user. Matching users appear in a dropdown as you enter text. Press Enter or Return to select the highlighted user, or select their name manually. If a team member isn’t an existing Pendo user, you can invite the user to Pendo after the team is created.
7. Repeat step 6 for each team member.
8. To add all selected team members, select Save team members.

Remove members from a team

To remove team members from an existing team:

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the team name from the Teams table.
4. Hover over the team member you want to remove, then select the minus icon on the far-right of the table row.
   
   
   
   
5. Repeat step 4 for each team member you want to remove.

After a team member is removed, they can be added back anytime.

Delete a team

To delete an existing team:

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the team name from the Teams table.
4. Hover over the team you want to delete, then select the trash icon on the far-right of the table row.
   
   
   
   
5. Select Delete to delete the team permanently. This removes their access from shared resources where they only had access as a team member.

Share a dashboard with an existing team

To share a dashboard with an existing team:

1. Go to Dashboards > View all dashboards, then select an existing or create a new dashboard.
2. In the top-right corner, select Share.
   
   
   
   
3. Select the input box, then enter the name of the team you want to share your dashboard with. As you enter text, matching users and teams appear in a dropdown. Press Enter or Return to select the highlighted team, or select the team name manually.
4. If you want the team to have editing access to the dashboard, select Viewer and choose Editor from the dropdown list.
   
   
   
   
5. Select Share to email each team member an invitation to the dashboard, which includes a direct link, and adds the dashboard to their dashboard directory.

For more information about dashboard sharing, see Share your dashboards.

View your teams

You can view all of the teams that you're a member of in your user profile.

Go to Settings > User profile, then find the My teams section to see your assigned teams, including each team’s name, description, number of members, and last updated date.

If you're not a member of any teams, you'll see a message letting you know that you're not on a team. Non-admins are prompted to contact a Pendo admin. Admins are given the option to View all teams so that they can browse existing teams or create a new one.