Teamwork Project Management Administration

VIDEO TRANSCRIPT | Recorded: 2025-12-19 | Verify against current system state

Abstract¶

This session covers administration of Teamwork, AANP's project management platform. Jeff demonstrates the IT Support administrator account capabilities, explains the license structure and how to audit unused seats, and shows how templates are used for seasonal applications like conference apps and CBS membership imports. The session also covers role-based task assignment in templates and identifies internal resources for Teamwork questions.

Key Procedures¶

Account Administration¶

• Log in as IT Support account (organizational administrator) - not personal account
• IT Support has access to additional menu items and settings
• Current subscription: 45 seats at ~$20/month per seat
• 44 accounts currently set up (35 actively used)
• Recommend periodic audit to remove unused seats (~$200/month savings potential)
• Billing occurs in April

User Types¶

• Licensed Users (Accounts): Full access, can create projects - counts against 45 seats
• Collaborators: View-only, respond to assigned tasks, fill out forms - free, unlimited

License Audit Process¶

1. Go to People section
2. Filter by user type "Accounts" (not collaborators)
3. Export to Excel to see last login date
4. Sort by last login date
5. Anyone not logged in for 6+ months - discuss if they still need license
6. Consider converting to Collaborator role if they only need view access

Templates¶

• Widely used by AppDev and other departments
• Near maximum template limit (some cleanup done)
• Used for seasonal applications (conference apps, badge printing, etc.)
• Can now edit templates directly (previously required creating project first)
• Keep templates updated year-over-year for reuse

Notable Statements¶

• 0:00:22 "As IT Support, they are the organizational administrator. They have access to a lot more things underneath this menu item."
• 0:00:44 "I think an audit should be done to remove seats that aren't being used because they are fairly expensive."
• 0:02:04 "You can allow people from AANP or externally to join our Teamwork as collaborators. And they don't have access to do anything other than to view information."
• 0:03:06 "If they haven't logged in for more than six months, it is worth a discussion to see if they actually need it."
• 0:05:19 "Templates is widely used and it's not used just by the AppDev team. We were the initial people to utilize it."
• 0:05:42 "We use them for our seasonal applications. So for every application that we have, we have a different template."
• 0:07:57 "This template is how we run the imports each year... you'll still need to utilize this. And as you move over to Salesforce, this will come in handy."
• 0:08:24 "Be cautious of changing a template. And if you need to make a change, consider just making a duplicate and working on it first."
• 0:09:00 "Eileen DelVal is like the, she knows everything about Teamwork. Kristen and Nick also know a lot of information."

Systems & Configurations¶

Subscription Details¶

User Roles¶

Key Templates¶

Team Assignments¶

Specific Configurations¶

Template Naming Convention¶

• Prefix templates with department name: AppDev -
• Prevents confusion with other departments' templates
• Other departments use: Marketing -, etc.

Credentials/Access Mentioned¶

• IT Support account in 1Password (organizational administrator)
• Individual user accounts for team members

Errors & Troubleshooting¶

• Issue: Unused licenses costing money
• Cause: Users no longer actively using Teamwork
• Resolution: Export users to Excel, sort by last login, review anyone 6+ months inactive, convert to Collaborator or remove

• Timestamp: 0:00:44

• Issue: Can't see last login date in UI

• Cause: Field not displayed in web interface
• Resolution: Export to Excel - last login column available in export

• Timestamp: 0:02:29

• Issue: Near template limit

• Cause: Many templates created over time
• Resolution: Archive unused templates; Eileen has done some cleanup
• Timestamp: 0:05:33

Template Best Practices¶

Role-Based Assignment¶

Templates can use placeholder roles instead of specific people:

1. In template, assign task to "Choose Later"
2. Enter role name (e.g., "Developer", "Business Analyst", "Project Manager")
3. When creating project from template, system prompts for who fills each role
4. All tasks with that role auto-assign to selected person

Benefit: Same template works across years with different team members

Template Maintenance¶

• Make duplicate before major changes
• Keep templates updated year-over-year
• Clean = reusable for next season
• Don't let templates become stale

Internal Resources¶

Vendor Support¶

• Vendor support not described as super helpful
• Annual check-in meeting offered to discuss:
• Current usage patterns
• Features being missed
• Potential improvements
• Teamwork adds new features regularly
• AI capabilities available but not currently used

Unused Features¶

These features exist but AANP doesn't use them: - Roles/Skills (better for larger organizations) - Status workflows - Many advanced features

Transcript Gaps & Quality Notes¶

• Recording from live knowledge transfer session
• Duration: ~11 minutes
• Presenter: Jeff Sikes
• Some audio/transcript artifacts
• Audio quality: Good