Introduction
A Team Owner is a user with management privileges within a specific team. While Team Owners can manage patients exactly like standard team members, they also have additional authority to configure the team, manage membership, and oversee team operations.
Before You Start
Required permissions: You must be designated as a Team Owner for at least one team. Organisation Administrators can promote existing team members to Team Owner status, or existing Team Owners can promote other members within their teams.
Note: If you are an Organisation Administrator, you automatically have Team Owner privileges for all teams and can perform all the actions described below.
What Team Owners Can Do
As a Team Owner, you have all the capabilities of a standard team member, plus these additional management functions:
Team Administration
- Rename your team – Change the team name to better reflect its function or location
- Manage handover categories – Create custom categories that members can use when handing over patients
- Update team memo – Set a team-wide message visible to all members at the top of the team view
Membership Management
- Add existing users to your team – Invite organisation members to join your team (you cannot create brand new users – only Administrators can do that)
- Promote team members to Team Owner – Give another member management privileges within the team
- Remove members from the team – Remove users who no longer need access to the team's patients
- Manage member duty status – Set any team member to ON or OFF duty
- Resend or cancel invitations – For members who haven't yet verified their account
Important Limitations
Team Owners cannot:
- Demote other Team Owners (only Administrators can do this)
- Create new teams (Administrator only)
- Invite brand new users to the organisation (Administrator only)
- Change users' phone numbers or email addresses (Administrator only)
- Remove themselves if they are the only Team Owner (every team must have at least one)
How to Become a Team Owner
There are three ways to become a Team Owner:
- An existing Team Owner promotes you – If you're already a team member, a Team Owner can promote you
- An Administrator promotes you – Organisation Administrators can designate any team member as a Team Owner
- You create a new team – When an Administrator creates a new team, they automatically become its first Team Owner
Step-by-Step: Common Team Owner Tasks
1. Add an Existing User to Your Team
Prerequisites: The user must already be a member of your organisation. If they're not, ask an Administrator to invite them first.
- From the sidebar, select Teams and click on your team name
- Click the Members tab
- Click the kebab menu (⋮) in the top-right corner
- Select Add user to team
- In the dialog box:
- Search for the user by name
- Select whether they should be a Team Owner or Member
- Click Submit
The user immediately appears in your Members list and can access all team patients.
2. Promote a Team Member to Team Owner
- From the sidebar, select Teams and click on your team name
- Click the Members tab
- Find the team member in the list
- Click their kebab menu (⋮) on the right side of their row
- Select Promote to Team Owner
- Confirm the action in the pop-up dialog
The member's role changes from "Member" to "Team Owner" and they immediately gain management privileges.
3. Rename Your Team
- From the sidebar, select Teams and click on your team name
- Click the kebab menu (⋮) in the top-right corner
- Select Rename team
- Enter the new team name in the dialog box
- Click Submit
The new name appears immediately in the sidebar and throughout the application.
4. Manage Handover Categories
Handover categories help your team classify patient handovers (e.g., "Shift Change", "Going Off Duty", "Ward Round").
- From the sidebar, select Teams and click on your team name
- Click the kebab menu (⋮) in the top-right corner
- Select Manage Handover Categories
- In the dialog box:
- View existing categories
- Click Add Category to create a new one
- Click Remove next to any category to delete it
- Click Close when finished
Team members will see these categories when initiating patient handovers.
5. Update the Team Memo
The team memo appears at the top of your team view and is visible to all members. Use it for important announcements or reminders.
- From the sidebar, select Teams and click on your team name
- Click the kebab menu (⋮) in the top-right corner
- Select Update Team Memo
- Enter your message in the dialog box
- Click Submit
The memo appears immediately at the top of the team view for all members.
6. Remove a Member from Your Team
Important: You cannot remove a member who is currently responsible for patients. They must hand over their patients first, or you can use Take all users patients to transfer responsibility to yourself.
- From the sidebar, select Teams and click on your team name
- Click the Members tab
- Find the member in the list
- Click their kebab menu (⋮) on the right side of their row
- Select Remove from team
- Confirm the action in the pop-up dialog
The user immediately loses access to the team and its patients.
7. Demote a Team Owner to Team Member
Note: Only Organisation Administrators can demote Team Owners. If you need to demote another Team Owner, ask an Administrator to do this.
8. Manage Member Duty Status
- From the sidebar, select Teams and click on your team name
- Click the Members tab
- Find the member in the list
- Click their kebab menu (⋮) on the right side of their row
- Select Set to OFF duty (or Set to ON duty if they're currently off)
When a member is off duty, colleagues know they're unavailable and won't send them handover requests.
Tips
- Every team needs at least one Team Owner – The system prevents you from removing yourself or demoting yourself if you're the only Team Owner
- Cannot change other Team Owners – You can promote members to Team Owner, but only Administrators can demote them
- Patient responsibility matters – Before removing a member, ensure they're not responsible for any patients. Use Take all users patients if needed
- Team memo for shift patterns – Use the team memo to communicate shift rosters, on-call schedules, or ward location changes
- Handover categories for consistency – Create standard categories so your team uses consistent language when handing over patients
- Add users from other teams – Users can belong to multiple teams. Adding someone from another team doesn't remove them from their original team