Tired of @-mentioning the same five people every time you need "whoever's on tech today"? With user Teams, you can group staff by role or function, mention an entire team in a comment, or assign a task to a team and let the right person pick it up.
This article walks you through how to create and manage Teams in your clinic.
What are user Teams?
A user Team is a named group of active users with a unique @handle (for example @frontdesk or @surgery-team). Once a Team is set up, you can:
Mention them in a comment — every active member gets notified at once.
Assign a task to the team — any member can take ownership with one click.
Filter the calendar to see only what your team is working on.
Teams are scoped per clinic, so multi-location practices can keep groups separate.
Custom vs Role-based Teams
There are two types of Teams to choose from:
Custom Team — you manually pick the members. Use this for cross-role groups (for example, a "Surgery Team" with one vet, two technicians, and one front-desk member).
Role-based Team — automatically includes all active users with one or more selected roles (for example, all "Technician" users). Membership stays in sync as people are added, deactivated, or change roles.
💡 If your roster changes often, use a Role-based Team — it maintains itself. For one-off groupings or cross-role teams, use a Custom Team.
Create a Team
Teams are managed from Settings → Team → Teams.
Click + Add Team and fill in:
Name — what your staff will see (for example, "Surgery Team").
Color — used to visually identify the team across the platform.
Handle — the unique @ tag people will type to mention or assign (for example, @surgery-team). Handles must be unique across all users and teams.
Status — Active by default. Set to Inactive to hide the team from pickers without deleting it.
Description (optional) — shows as a tooltip in pickers, so people know what the team is for.
Type — Custom Group (pick members one-by-one) or Role-based Group (select one or more roles).
📌 Only active users are available in the member selector. A Custom Team needs at least one member before it can be saved.
Edit, deactivate, or delete a Team
From the Teams list, each row has actions for editing, deactivating, and deleting a team.
Edit a Team
You can update a team's name, color, handle, description, type, and members at any time. If you change a team from Custom to Role-based (or vice versa), you'll see a preview of the new member list before saving.
Deactivate or reactivate
When you deactivate a team:
It no longer appears in @mention or assignment pickers.
Existing comments and tasks that mention or were assigned to the team stay visible — they're labeled as belonging to an "inactive team".
Reactivating brings the team back into pickers with its current membership.
Delete a Team
A team can only be deleted if it's inactive and has no open tasks still assigned to it. If you try to delete a team that's still in use, we'll show a message and direct you to deactivate it instead.
⚠️ Deactivation preserves history; deletion removes the team entirely. If you're unsure, deactivate first — you can always delete later.
Membership and visibility
Each user's profile shows the Teams they belong to (for example, "Member of: @techs, @surgery-team"). For Role-based Teams, membership is read-only and labeled "From role: Technician".
When you're added to or removed from a Team, you'll receive a one-time notification:
"You've been added to the team @surgery-team."
"You're no longer a member of @techs."
If a user is deactivated, they're automatically removed from all Custom Teams and excluded from Role-based Teams. Historical mentions and assignments are preserved as-is, so you don't lose context.
Who can manage Teams?
Only practice managers and admins can create, edit, deactivate, or delete Teams. All staff can view the Teams list and see which Teams they belong to from their profile.
Where to use your Teams
Once your Teams are set up, you can use them anywhere @mentions and task assignment exist:
📋 Tasks — assign a task to a Team and let any member claim it with "Assign to me". Read more about Tasks →
💬 Comments and mentions — type @ + team handle in a comment to notify every member at once. Read more about comments and mentions →