Team Settings

Configuring your team settings properly is essential for efficient workflows in Squared. This guide covers all the available team settings and how to customize them to fit your team's specific needs.

Accessing Team Settings

Team settings can be accessed in several ways:

  1. From the Team Dashboard:
  2. Navigate to your team view Click the gear icon in the top right corner Select "Team Settings"
  3. From Workspace Settings:
  4. Go to Workspace Settings Select "Teams" Choose your team from the list Click "Manage"
  5. Direct Navigation:
  6. Use the URL pattern: yourdomain.squaredmade.com/[workspace]/settings/teams/[identifier]/overview

Note: You need Team Lead or Administrator permissions to access and modify team settings.

General Settings

Team Information

The basic details that identify your team:

  • Team Name: The full name displayed throughout the interface
  • Team Identifier: Short code used in task IDs (e.g., ENG, MKT)
  • Description: Brief explanation of the team's purpose and scope
  • Visibility: Public (visible to all workspace members) or Private (invitation only)

To edit these settings:

  1. Navigate to Team Settings → Overview
  2. Click "Edit" next to each field
  3. Make your changes
  4. Click "Save"

Default Views

Customize how team members initially see tasks:

  • Default View Type: List, Board, or Calendar
  • Default Grouping: Status, Assignee, Priority, etc.
  • Default Filters: Which tasks appear by default
  • Default Sorting: How tasks are ordered

To configure default views:

  1. Go to Team Settings → Views
  2. Select "Default View Settings"
  3. Customize options as needed
  4. Click "Save as Default"

Workflow Configuration

Task Statuses

Define the stages tasks move through in your workflow:

  1. Navigate to Team Settings → Workflow → Statuses
  2. Add, edit, or remove status options
  3. For each status, configure: Name and description Color and icon Category (Active, Completed, Canceled)
  4. Arrange statuses in logical order
  5. Click "Save Changes"

Status Transitions

Control how tasks move between statuses:

  1. Go to Team Settings → Workflow → Transitions
  2. For each status, define: Which statuses can directly follow it Whether transitions require comments Who can make specific transitions
  3. Create transition rules with conditions
  4. Test the workflow to ensure it functions as expected

Effort Scale

Select how task effort is measured:

  1. Access Team Settings → Workflow → Effort
  2. Choose from: Linear: 1, 2, 3, 4, 5 Fibonacci: 1, 2, 3, 5, 8 Exponential: 1, 2, 4, 8, 16
  3. Set whether effort is required for all tasks
  4. Click "Save"

Sprint Settings

Configure how your team uses sprints:

Sprint Configuration

  1. Navigate to Team Settings → Sprints
  2. Toggle sprints on or off
  3. Configure sprint settings: Sprint Duration: Default length (1-4 weeks typical) Planning Day: Which day sprints typically start Cooldown Period: Buffer between sprints Tasks Per Sprint: Target number of tasks
  4. Save your sprint configuration

Sprint Templates

Create templates for recurring sprint structures:

  1. Go to Team Settings → Sprints → Templates
  2. Click "Create Template"
  3. Define: Template name Default duration Standard ceremonies (planning, review, retrospective) Default capacity settings
  4. Save the template for future use

Team Members and Roles

Member Management

Add, remove, and manage team members:

  1. Access Team Settings → Members
  2. View current member list with roles
  3. Use "Add Member" to invite new people
  4. Adjust roles using the dropdown next to each name
  5. Remove members with the three-dot menu → "Remove"

Role Configuration

Customize permissions for each role:

  1. Go to Team Settings → Roles
  2. For each role (Lead, Member, Observer), configure: Task creation permissions Edit and delete permissions Comment permissions View access restrictions
  3. Create custom roles if needed
  4. Apply changes

Automation and Rules

Automation Rules

Create rules that automatically update tasks based on triggers:

  1. Navigate to Team Settings → Automation
  2. Click "Create Rule"
  3. Define: Trigger conditions (e.g., status change, comment added) Actions to perform (assign, change status, add label) Restrictions or exceptions
  4. Enable the rule
  5. Monitor its effectiveness

Assignment Rules

Configure how tasks are automatically assigned:

  1. Go to Team Settings → Automation → Assignment
  2. Create rules for: Auto-assignment based on task properties Workload balancing Round-robin assignment
  3. Set priority order for conflicting rules
  4. Test with sample tasks

Notifications and Communication

Notification Defaults

Set default notification preferences for team members:

  1. Access Team Settings → Notifications
  2. Configure which events trigger notifications: Task assignments Status changes Comments and @mentions Due date reminders
  3. Set delivery methods (in-app, email)
  4. Allow individual overrides

Team Communication Channels

Configure how the team communicates:

  1. Go to Team Settings → Communication
  2. Set up: Default communication tools Meeting templates Regular update schedules Documentation standards
  3. Save communication preferences

Integrations and Connections

Tool Integrations

Connect your team with external tools:

  1. Navigate to Team Settings → Integrations
  2. Configure connections with: Code repositories (GitHub, GitLab) Communication tools (Slack, Microsoft Teams) Document systems (Google Drive, Confluence)
  3. Set up automatic syncing
  4. Test integrations

Cross-Team Connections

Establish relationships with other teams:

  1. Go to Team Settings → Connections
  2. Identify related teams
  3. Configure: Shared views Dependency tracking Notification sharing
  4. Establish communication protocols

Custom Fields and Properties

Task Custom Fields

Create team-specific fields for tasks:

  1. Access Team Settings → Custom Fields
  2. Click "Add Field"
  3. Configure the field: Name and description Type (text, number, date, select, etc.) Required or optional Default value Visibility and editing permissions
  4. Save and add to task forms

Field Visibility

Control which fields appear in different contexts:

  1. Navigate to Team Settings → Custom Fields → Visibility
  2. For each view type (list, board, detail), configure: Which fields are visible by default Field display order Field display format
  3. Apply settings

Templates and Presets

Task Templates

Create templates for common task types:

  1. Go to Team Settings → Templates
  2. Click "Create Template"
  3. Configure: Template name and description Default field values Subtask structure Checklists
  4. Save and make available to team

Report Presets

Configure standard reports for your team:

  1. Access Team Settings → Reports
  2. Create report presets for: Sprint retrospectives Team performance Workload distribution Status aging
  3. Save for team access

Advanced Settings

Team Archiving

Archive a team when it's no longer active:

  1. Navigate to Team Settings → Overview
  2. Scroll to "Danger Zone"
  3. Click "Archive Team"
  4. Decide how to handle: Unfinished tasks Team members Historical data
  5. Confirm archiving

Team Deletion

Delete a team permanently:

  1. Go to Team Settings → Overview → Danger Zone
  2. Click "Delete Team"
  3. Read warnings carefully
  4. Enter team name to confirm
  5. Understand this action cannot be reversed

Best Practices for Team Settings

  • Start Simple: Begin with minimal customization and add complexity as needed
  • Document Changes: Keep a record of significant setting changes and why they were made
  • Regular Review: Schedule quarterly reviews of team settings to ensure they still align with processes
  • Get Feedback: Involve team members in settings decisions that affect their workflow
  • Test Changes: Make one change at a time and evaluate its impact before making more

Common Questions