Add teams and team members

Last Update: 5/23/2017

Team Services | TFS 2017 | TFS 2015 | TFS 2013

As your organization grows, you'll want to make sure that you configure your Agile tools to support that growth. To enable each feature team the autonomy it needs to manage their backlog and plan their sprints, they need their own set of team tools.

NOTE

In this topic you can learn how to add a team or add team members to Team Services or TFS. To learn about Microsoft Teams, see the Marketplace extension, Microsoft Teams Integration.

For a good understanding on how to remain Agile as you add teams, review the Scale Agile to Large Teams article.

Adding a team is the #1 way in which Agile tools supports a growing organization. Once your team grows beyond its optimum size—typically anywhere from 6 to 9 members—you might consider moving from a one team structure to a two team structure. For enterprises adopting Agile tools, setting up a hierarchical team structure provides several advantages to portfolio and program managers to track progress across several teams.

Each team you create gets access to a suite of Agile tools and team assets. These tools provide teams the ability to work autonomously and collaborate with other teams across the enterprise.

Agile tool team assets

To learn more about each tool, see the following topics:

NOTE

The images you see from your web portal may differ from the images you see in this topic. These differences result from updates made to Team Services or your on-premises TFS, options that you or your admin have enabled, and which process was chosen when creating your team project—Agile, Scrum, or CMMI. However, the basic functionality available to you remains the same unless explicitly mentioned.

For an overview of changes in the navigation experience and working within the user and administration contexts, see Work in the web portal.

Move from one team to two teams

As your team grows, you can easily move from one team to two. In this example, we add two feature teams, Email and Voice, and maintain the Fabrikam Fiber team with visibility across each of these two teams.

If you're not a project administrator, get added as one. Only project administrators can add teams.

Add two feature teams

Add and configure two teams, Email and Voice. Here we show you how to add and configure the Email team.

  1. From the web portal, click the gear settings icon icon to open the administration page for the team project.

    Open team project admin page
  2. Create a new team. Give the team a name, and make sure to select Create an area path with the name of the team.

    If you do not select this option, you will have to set the default area path for the team once you create it. You can choose an existing area path or create a new one at that time. Team tools aren't available until the team's default area path is set.

    Create a sub-team with its own area path
  3. Select the team from the Overview tab to configure it.

    Web portal, team project admin context, Overview page, Select a team to configure it
  4. To select the set of sprints the team will use, open the Work>Iterations page for the team. See Set team defaults, Select team sprints and default iteration path.

  5. To change the area paths that the team will reference, open the Work>Areas page. See Set team defaults, Set team default area path(s).

  1. From the web portal, click the gear settings icon icon to open the administration page for the team project.

    Open team project admin page
  2. Create a new team. Give the team a name, and make sure to select Create an area path with the name of the team.

    If you do not select this option, you will have to set the default area path for the team once you create it. You can choose an existing area path or create a new one at that time. Team tools aren't available until the team's default area path is set.

    Create a sub-team with its own area path
  3. Select the team from the Overview tab to configure it.

    Web portal, admin context, team project, Overview page, Select a sub-team to configure it
  4. To select the set of sprints the team will use, open the Iterations page for the team. See Set team defaults, Select team sprints and default iteration path.

  5. To change the area paths that the team will reference, open the Areas page. See Set team defaults, Set team default area path(s).

Add team members

If you're moving from one team to two teams, team members already have access to the team project. If you're setting up a team structure for the first time, adding user accounts as team members provides them access to the team project and team assets. Access to the team project is required to support sharing code and planning and tracking work.

Several Agile tools, like capacity planning and team alerts, and dashboard widgets are team-scoped. That is, they automatically reference the user accounts of team members to support planning activities or sending alerts.

NOTE

If you use Team Services, you must first add user accounts to the team project or setup your account to work with Azure AD. This way user accounts will be available to add to a team.

For TFS, the first time you add an account you must enter the full domain name and the alias. Afterwards, you can browse for that name by display name as well as account name. To learn more, see Set up groups for use in TFS deployments.

  1. From the Overview tab for your team, add a user account.

    Web portal, team admin context, Overview page, Add a Windows user or group account
  2. Enter the sign-in addresses or display name for each account you want to add. Add them one at a time or all at the same time.

    Add users and groups dialog, Type the account aliases and check name
    Tip: You must enter user and group names one at a time. However, after entering a name, the account is added to the list, and you can type another name in the Identities text box before choosing to save your changes.
  3. Now these users are members of the Email team. You can always return to this page to add or remove members.

    Web portal, team admin context, Overview page, Team members added
  4. To add an account as a team administrator, click Add located in the Team Profile page. For details, see Configure team settings and add team administrators.

  5. As a last step, send the team URL to newly added team members so they can start contributing to the team. For example:
    Email team: http://vs-2016-test:8080/tfs/DefaultCollection/Fabrikam%20Fiber/Email/_dashboards
    Voice team: http://fabrikamfiber:8080/tfs/DefaultCollection/Fabrikam%20Fiber/Voice/_dashboards

  1. From the Overview tab for your team, add a user account.

    Web portal, admin context, team project, Overview page, Add a Windows user or group account
  2. Enter the sign-in addresses or display name for each account you want to add. Add them one at a time or all at the same time.

    The first time an account is added to TFS, you must enter the full domain name and the alias. Afterwards, you can browse for that name by display name as well as account name. To learn more, see Set up groups for use in TFS deployments.

    Type the account aliases and check name
    Tip: You must enter user and group names one at a time. However, after entering a name, the account is added to the list, and you can type another name in the Identities text box before choosing to save your changes.
  3. Now these users are members of the Email team. You can always return to this page to add or remove members.

    Web portal, admin context, team project, Overview page, Manage team members
  4. To add an account as a team administrator, click Add located in the Team Profile page. For details, see Configure team settings and add team administrators.

  5. As a last step, send the team URL to newly added team members so they can start contributing to the team. For example:
    Email team: http://fabrikamfiber:8080/tfs/DefaultCollection/Fabrikam%20Fiber/Email
    Voice team: http://fabrikamfiber:8080/tfs/DefaultCollection/Fabrikam%20Fiber/Voice

Move work items under teams

Now that your two feature teams are configured, you'll want to move existing work items from their current assignments to the team's default area path. This way, the work items will show up on each feature team's backlog.

  1. The quickest way to do this, is to create a query of all work items you want to reassign, multi-select those items belonging to each team, and bulk edit the area path.

    Web portal, Queries page, Bulk modify select work items

  2. After you bulk modify, do a bulk save.

    Web portal, Queries page, Bulk save selected work items

Configure the default team project

One last step in moving from one team to two teams requires configuring the default team project to exclude sub-areas.

  1. Open the Areas tab administration page for the team project, and change the setting as shown.

    Web portal, Admin context, default team project, Exclude work items defined in sub-area paths

  2. Refresh the product backlog page for the team, and you'll see only those work items assigned to the Fabrikam\Account Management area path.

    Web portal, Backlog view of default team

Grant team members additional permissions

For teams to work autonomously, you may want to provide them with permissions that they don't have by default. Suggested tasks include providing team administrators or team leads permissions to:

By default, team members inherit the permissions afforded to members of the team project Contributors group. Members of this group can add and modify source code, create and delete test runs, and create and modify work items. They can collaborate with other team members and check in work to the team's code base or collaborate on a Git team project.

Default permissions assigned to team contributors

If your on-premises TFS deployment includes reporting or SharePoint Products, add users to those resources. See Add users to a team project.

Team group

You can use this group to filter queries. The name of team groups follows the pattern [Team Project Name]\Team Name. For example, the following query finds work assigned to members of the [Fabrikam Fiber]\Email team group.

Web portal, Queries page, Query that uses In Group operator and team group name

View teams or switch to a different team

To view a list of teams defined for a team project, open the admin context for the team project, and choose Overview.

Web portal, admin context, team project, Overview page

NOTE

Feature availability: The Process link is only supported for team projects that use the Inheritance process model.

Switch team project or team focus

Several features depend on the team project or team that you have selected. For example, dashboards, backlogs, and board views will change depending on the context selected.

For example, when you add a work item, the system references the default area and iteration paths defined for the team context. Work items you add from the team dashboard (new work item widget) and queries page are assigned the team default iteration. Work items you add from a team backlog or board, are assigned the team default backlog iteration. To change team defaults, see Set team defaults.

You navigate to your team context from the top navigation bar. The method changes slightly depending on the platform/version you work from.

NOTE

Feature availability: The Account Landing Page feature is in preview mode for Team Services, and enabled for all users from web portal for TFS 2017.1 and later versions. To learn more about this feature, see Work effectively from your account hub. To enable or disable the feature, see Enable preview features.

You can switch your team focus to a team project or team you've recently viewed from the team project/team drop-down menu. If you don't see the team or team project you want, click Browse… to browse all team projects and teams. To access your account hub, click the Team Services icon Team Services icon. If you haven't yet enabled the Account Landing Page, you'll be taken to the account home page.

To go directly to the project vision and status page, choose the project home icon from the drop-down menu, for example, project home icon.

Choose another team from the team project menu

To switch your team focus to a team project or team you've recently viewed, hover over the Team Services icon Team Services icon and choose from the drop-down menu of options. If you don't see the team or team project you want, choose Browse… to browse all team projects and teams. Your selection will open the project vision and status page for the team project.

To access your account hub, click the Team Services icon Team Services icon. If you haven't yet enabled the Account Landing Page, you'll be taken to the account home page.

To go directly to the project vision and status page, choose the project home icon from the drop-down menu, for example, project home icon.

Choose another team from the team project menu

Open the team project/team drop-down menu and select the team project/team that you've recently visited. If you don't see the team or team project you want, choose Browse all to browse all team projects and teams.

Choose another team from the team project menu

Open the team project/team drop-down menu and select the team project/team that you've recently visited. If you don't see the team or team project you want, choose Browse all to browse all team projects and teams.

Choose another team from the team project menu

Switch to a team project or team from the account hub

If you work in Team Services or TFS 2017.1, you can use your account hub to view and quickly navigate to teams, team projects, branches, work items, pull requests and other objects that are relevant to you. For details, see Work effectively from your account hub.

Try this next

Once you've created a team, you'll want to configure your Agile tools to support how your team works. Also, consider adding one or more accounts as team administrators. Team admins have the necessary permissions to add team members, add a team picture, and configure and manage all team assets.

If team members don't have access to all the features they want, check that they have the access level needed for those features.

From a specific team admin page, you can rename a team or change the team description. Here are a few other topics related to working with teams:

Stakeholder access

By granting users a Stakeholder license or adding them to the Stakeholder access level, you enable them to create and modify work items that they create. Stakeholders can report code defects, suggest a product feature, or further annotate their feedback responses.

Work on more than one team

Can a user account belong to more than one team?

Yes. When you add user accounts to a team project, you can add them as members of the team project, or you can add them to one or more teams added to the team project. If you work on two or more Scrum teams, you'll want to make sure you, specify your sprint capacity for each team you work on.

Delete a team

  1. To delete a team, open the team project admin context, open the … context menu for the team you want to delete, and choose the Delete option.

    Web portal, admin context-team project level, Delete team

    You must be a member of the Project Administrators group or be granted explicit permissions to edit project information to delete a team project.

    IMPORTANT

    Deleting a team deletes all team configuration settings, including team dashboards, backlogs, and boards. Data defined for work items assigned to the team are left unchanged. Once deleted, you can't recover the team configurations.

  2. To complete the delete operation, you must type the name of the WIT as shown.

    Delete team confirmation dialog

Replace team area path with a team field (On-premises TFS)

The default configuration for team projects associates each team with an area path. If your organization has several teams that work from a common backlog and across many product areas, this configuration might not fit how you want to organize your work. By adding a custom field to represent teams in your organization, you can reconfigure the agile planning tools and pages to support your teams and decouple assignment to teams and area paths.

Use team fields instead of area paths to support teams describes how to change the default configuration.