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Managing Teams

Learn how to create, configure, and manage teams in Preloop for efficient collaboration and approval workflows.

Overview

Teams in Preloop are groups of users that can: - Share permissions through team roles - Act as approval groups - Receive notifications together - Collaborate on projects

Benefits:

  • Simplify permission management
  • Enable team-based approvals with quorum
  • Organize users by function or project
  • Easy onboarding/offboarding

Key concepts:

  • Team Members - Users who belong to the team
  • Team Roles - Permissions granted to all team members
  • Team Approvers - Teams that can approve requests together
  • Quorum - Minimum number of team members who must approve

Creating a Team

Step 1: Navigate to Teams

  1. Go to Settings → Teams
  2. Click + Create Team

📸 Screenshot needed: teams-page.png

Step 2: Configure Basic Information

Fill in the team details:

Name: SRE Team
Description: Site Reliability Engineers responsible for production

Team Name Guidelines:

✅ Good names: - SRE Team - Backend Engineering - Database Administrators - Finance Approvers - Security Team

❌ Avoid: - Team 1 - Group A - My Team

Description tips:

  • Explain team's purpose
  • List responsibilities
  • Note primary contact
  • Include on-call rotation if applicable

📸 Screenshot needed: team-create-form.png

Step 3: Add Team Members

Option A: Add During Creation

Members:
  - alice@acme.com
  - bob@acme.com
  - charlie@acme.com

Click + Add Member for each person.

Option B: Add After Creation

  1. Create team with basic info
  2. Click Save
  3. Go to team details page
  4. Click + Add Members
  5. Select users from list or enter emails

📸 Screenshot needed: team-add-members.png

Step 4: Assign Team Role (Optional)

Choose role that all team members will inherit:

Team Role: Editor

Available roles: - Owner - Admin - Editor - Executor - Tracker Manager - Analyst - Viewer

See Roles & Permissions for details.

Note: Team role is in addition to individual roles. User gets highest of their individual role and team role.

Step 5: Configure Team Settings

Team Lead: (Optional) 

Team Lead: alice@acme.com
- Primary contact for team - Can manage team members - Receives team notifications

Notification Channel: (Optional) 

Slack Channel: #sre-team
Email List: sre-team@acme.com
- Where team notifications go - Approval requests sent here - Team-wide announcements

On-Call Rotation: (Optional) 

On-Call Rotation: Weekly
Current On-Call: bob@acme.com
Next Rotation: 2025-02-01
- For teams with on-call duties - Automatic rotation scheduling - Integration with approval delegation

📸 Screenshot needed: team-settings.png

Step 6: Save Team

Click Create Team.

Team now appears in Teams list.

Managing Team Members

Adding Members

Method 1: From Team Page

  1. Go to Settings → Teams → Select Team
  2. Click Members tab
  3. Click + Add Member
  4. Search and select user
  5. Click Add

Method 2: From User Page

  1. Go to Settings → Users → Select User
  2. Click Teams tab
  3. Click + Add to Team
  4. Select team
  5. Click Add

Method 3: Bulk Add

  1. Go to team page
  2. Click Bulk Add
  3. Paste emails (one per line): 
    alice@acme.com
bob@acme.com
charlie@acme.com
  4. Click Add All

📸 Screenshot needed: team-bulk-add.png

Removing Members

Remove Single Member:

  1. Team page → Members tab
  2. Find member
  3. Click Remove (trash icon)
  4. Confirm removal

What happens:

  • User removed from team
  • Loses team role permissions
  • No longer receives team notifications
  • Individual role and permissions remain

Remove Multiple Members:

  1. Team page → Members tab
  2. Select checkboxes for members to remove
  3. Click Bulk Actions → Remove from Team
  4. Confirm

Changing Member Status

Members can be: - Active - Full team member - Inactive - Temporarily suspended - On Leave - Out of office

To change status:

  1. Team page → Members tab → Find member
  2. Click status dropdown
  3. Select new status
  4. Click Update

Effects:

Inactive:

  • Doesn't receive team notifications
  • Can't approve for team
  • Still listed as team member
  • Keeps team role permissions

On Leave:

  • Similar to inactive
  • Plus: Approvals automatically delegated
  • Return date tracked

Team Roles and Permissions

Assigning a Role to Team

Give all team members the same role:

  1. Team page → Settings tab
  2. Team Role dropdown
  3. Select role (e.g., Editor)
  4. Click Save

Effect:

  • All current members get this role
  • All future members automatically get this role
  • Members keep their individual roles too

Example:

  • Alice: Individual role = Executor, Team role = Editor

  • Effective role: Editor (higher wins)

  • Bob: Individual role = Admin, Team role = Editor

  • Effective role: Admin (higher wins)

Removing Team Role

  1. Team page → Settings tab
  2. Team Role: None
  3. Click Save

Members revert to their individual roles only.

Custom Permissions for Team

Enterprise Feature - Grant specific permissions to team:

  1. Team page → Permissions tab
  2. Click + Add Permission
  3. Select permissions: 
    ✅ Create flows
✅ Execute flows
✅ Approve requests (for specific tools)
❌ Manage users
  4. Click Save

Using Teams for Approvals

Setting Team as Approver

Configure tool to require approval from team:

  1. Go to Tools & MCP → Select Tool → Configure
  2. Require Approval: ON
  3. Approvers: Select team 
    Approvers: SRE Team
  4. Click Save

How it works:

  • When tool called, all SRE Team members notified
  • Any one team member can approve
  • First to approve wins

📸 Screenshot needed: tool-team-approval.png

Setting Quorum

Require multiple team members to approve:

  1. Tool configuration
  2. Approvers: SRE Team
  3. Quorum: 2
  4. Click Save

How it works:

  • All SRE Team members notified
  • Need at least 2 members to approve
  • Tool executes after 2nd approval

Quorum examples:

# Any 1 member (default)
approvers: [sre_team]
quorum: 1

# 2 members required
approvers: [sre_team]
quorum: 2

# Majority required
approvers: [sre_team]
quorum: ceil(team_size / 2)

# All members required
approvers: [sre_team]
quorum: team_size

See Team-Based Approvals for more details.

Multiple Teams as Approvers

Require approval from multiple teams:

Tool: database_migration
Approvers:
  - Database Team
  - Backend Team
Quorum: 2  # Total across both teams

How it works:

  • Members of both teams notified
  • Need 2 approvals total
  • Can be any combination:
  • 2 from Database Team
  • 2 from Backend Team
  • 1 from each team

Per-Team Quorum

Enterprise Feature - Require specific approvals from each team:

Tool: schema_change
Approvers:
  - team: Database Team
    quorum: 2  # Need 2 from Database
  - team: Backend Team
    quorum: 1  # Need 1 from Backend
Total quorum: 3

How it works:

  • Must get 2 approvals from Database Team
  • Plus 1 approval from Backend Team
  • Total: 3 approvals required

Team Notifications

Configuring Team Notifications

Set where team receives notifications:

  1. Team page → Notifications tab
  2. Configure channels:

Email:

Email notifications: ON
Team email: sre-team@acme.com

Slack:

Slack notifications: ON
Slack channel: #sre-team
Mention: @here (for urgent), @channel (for critical)

Mobile:

Push all team members: ON
Priority: Normal (High for urgent/critical)

Notification Priority

Set priority levels for different types of notifications:

Tool approval requests: High
Flow execution results: Normal
Team announcements: Low

Quiet Hours

Configure when team shouldn't be disturbed:

Quiet hours: ON
Start: 22:00 (10 PM)
End: 08:00 (8 AM)
Timezone: America/Los_Angeles
Exceptions: [Critical approval requests]

📸 Screenshot needed: team-notifications.png

Team Projects and Access

Assigning Projects to Team

Give team access to specific projects:

  1. Go to Projects → Select Project
  2. Click Team Access tab
  3. Click + Add Team
  4. Select team
  5. Choose access level:
  6. View - Read-only
  7. Edit - Can modify
  8. Admin - Full control
  9. Click Add

Team-Specific Tools

Limit certain tools to specific teams:

  1. Tools & MCP → Select Tool → Configure
  2. Access Control tab
  3. Restrict to teams: 
    Only these teams can use this tool:
- SRE Team
- DevOps Team
  4. Click Save

Effect:

  • Only members of listed teams see tool
  • Others can't use tool even if they have role permissions

Team Hierarchies

Parent and Child Teams

Enterprise Feature - Create team hierarchies:

Engineering (Parent)
├── Backend Team (Child)
├── Frontend Team (Child)
└── Infrastructure Team (Child)

Setup:

  1. Create parent team: "Engineering"
  2. Create child team: "Backend Team"
  3. Edit Backend Team → Parent Team: Engineering
  4. Repeat for other child teams

Benefits:

  • Inherit parent team permissions
  • Escalate approvals to parent team
  • Organize large organizations

📸 Screenshot needed: team-hierarchy.png

Escalation Between Teams

Configure approval escalation across teams:

Tool: production_deploy
Primary approvers: SRE Team
Escalation:
  - After 10 min: Engineering Managers
  - After 20 min: VP Engineering
  - After 30 min: CTO

Team Analytics

Viewing Team Activity

  1. Team page → Analytics tab
  2. Date range: Last 30 days
  3. See metrics:

Approval Activity:

  • Pending approvals: 3
  • Approved this period: 45
  • Declined this period: 5
  • Average response time: 3.2 minutes
  • Timeout rate: 2%

Member Activity:

  • Most active approver: Alice (15 approvals)
  • Least active: Charlie (2 approvals)
  • Response time by member

Tool Usage:

  • Most approved tool: deploy_production (20 times)
  • Most declined tool: drop_table (3 times)

📸 Screenshot needed: team-analytics.png

Exporting Team Reports

  1. Analytics tab → Export
  2. Select format: CSV or PDF
  3. Date range: Custom
  4. Include:
  5. Member activity
  6. Approval history
  7. Response times
  8. Click Export