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Team flows & admin

Overview

The Team Management section in Stood CRM Admin View provides comprehensive capabilities for creating teams, configuring deal flows, setting up team transitions, and managing team-specific settings. This guide covers all team-related operations.

Accessing Team Management

  1. Navigate to the Admin section in the main navigation

  2. Only users with admin privileges can access this view

  3. Select "Teams" from the dropdown in the admin header

  4. The admin view displays the current app version at the bottom of the page

Team Management Interface

View Navigation

The admin interface uses a dropdown menu in the header to switch between three views:

Filtering Team Sections

When viewing teams, you can use toggle buttons to show/hide different sections:

Capture d’écran 2025-11-27 à 10.08.17
webform setup

Creating Teams

How to Create a New Team

  1. Click the "Team" button (with + icon) in the admin header

  2. Fill in the required information:

    • Team Name (required): Descriptive name for your team

    • Category: Select from:

      • Pre-sales: Initial customer engagement and qualification

      • Sales: Core sales activities and deal progression

      • After-sales: Post-sale support and customer success

    • Next Team (optional): Select which team receives deals when they reach final (s3) stage

  3. Click "Create"

Team Categories Explained

Team Configuration

Each team card displays comprehensive information and management options organized into collapsible sections.

Basic Team Information

Team Name

Team ID

Category

Deal Flow Stages

Teams can customize their deal stage labels (s0, s1, s2, s3, s4):

Stage Configuration

Stage Labels

Next Team Configuration

Purpose: Defines which team receives deals when they reach s3 stage

Setup:

  1. Click the pencil icon next to "Next Team"

  2. Select the target team from the dropdown

  3. Select "No Next Team" to end workflow at this team

  4. Click "Save"

Workflow Behavior:

Team Members

How Team Access Works:

Viewing Team Members:

Access Groups

Purpose: Control which user groups have access to this team and their sharing level

Sharing Policies:

Managing Access Groups:

  1. Click the "+" icon to add a new group

  2. Select a group from available user groups

  3. Choose a sharing policy (R1, G1, or O1)

  4. Click "Add" to save

  5. Click the trash icon to remove a group

  6. Click the policy badge to change sharing policy

Default Behavior:

MCP API Key Management

Purpose: Enables MCP (Model Context Protocol) integration for the team

Operations:

Usage: API keys are used for MCP server authentication and team-specific data access

Webform API Key Management

Purpose: Enables webform submissions to be associated with this team

Operations:

Usage: Webform keys allow external forms to submit data directly to this team

Team Actions

Edit Team Name:

Update Category:

Delete Team:

Custom Team Labels

Storage Location

Team labels are stored in Firebase Firestore under:

{teamId}/labels.json

Each team has its own isolated label collection, allowing complete customization without affecting other teams.

Label Management Interface

Access label management via the gear icon on the team card.

Two Editing Modes

1. Search Mode (Default)

2. JSON Editor Mode

Label Operations

Adding Labels:

  1. Click the "+" button in the header

  2. Enter label key (unique identifier)

  3. Enter label value (display text)

  4. Save to add to the team's label collection

Editing Labels:

Saving Changes:

Important Label Keys

Deal Stage Labels:

Common Labels:

Workflow Setup (4 Easy Steps)

Setting up your organization's workflow is simple and can be modified at any time:

Step 1: Create Teams

  1. Create teams for each stage of your sales process

  2. Assign appropriate categories (Pre-sales, Sales, After-sales)

  3. Name teams descriptively (e.g., "Lead Qualification", "Proposal Team", "Closing Team")

Step 2: Configure Deal Flow

  1. For each team, click on the deal stage buttons (s0, s1, s2, s3, s4)

  2. Customize the stage labels to match your process

  3. Example: s0="Lead", s1="Qualified", s2="Proposal", s3="Negotiation", s4="Closed"

Step 3: Set Up Team Transitions

  1. Click the pencil icon next to "Next Team" for each team

  2. Select which team should receive deals when they reach s3 stage

  3. This creates your workflow: Team A → Team B → Team C

Step 4: Configure Access Groups

  1. For each team, add access groups via the "Access Groups" section

  2. Assign sharing policies (R1, G1, or O1) to each group

  3. Users with matching groups will automatically have access to the team

Workflow Example

Lead Team (Pre-sales) → Sales Team → After-sales Team

     ↓                      ↓              ↓

   s0, s1, s2           s0, s1, s2      s0, s1, s2

   Next: Sales          Next: After     Next: None

   Groups: [sales]      Groups: [sales] Groups: [support]

Global Operations

Sync All Teams Labels

Purpose: Synchronize all teams with the latest reference labels

Access: Click the refresh icon (arrows rotate) in the admin header

Process:

  1. Loads reference labels from web/labels.json (or language-specific files)

  2. Compares with each team's current labels

  3. Adds missing labels to teams that don't have them

  4. Preserves existing team customizations

  5. Detects team language from existing labels

Safe Operation: Only adds missing labels, never overwrites existing ones

Result: Shows summary of labels added per team and language statistics

Version Information

Best Practices

Team Organization

  1. Start Simple: Begin with 2-3 teams and expand as needed

  2. Clear Naming: Use descriptive team names that reflect their role

  3. Logical Flow: Design workflow that matches your actual sales process

  4. Category Alignment: Assign categories that match team responsibilities

Workflow Design

  1. Test Changes: Workflow modifications are safe and reversible

  2. User Communication: Inform users when workflow changes

  3. Documentation: Keep track of your workflow design decisions

  4. Iterative Improvement: Start with basic workflow and refine over time

Access Control

  1. Group-Based: Use groups to manage team access, not individual assignments

  2. Sharing Policies: Choose appropriate sharing levels (R1, G1, O1) based on team needs

  3. Security: More restrictive policies (R1) for sensitive teams, open (O1) for collaborative teams

Label Management

  1. Consistent Naming: Use consistent label keys across teams when appropriate

  2. Descriptive Values: Make label values clear and user-friendly

  3. Regular Updates: Update labels as your process evolves

  4. Backup: The sync function helps maintain consistency across teams

Safety and Flexibility

Easy Modifications

Harmless Operations

Backup and Recovery

Troubleshooting

Common Issues

  1. Labels Not Updating: Ensure you clicked "Save" in the label management dialog

  2. Users Not Appearing: Check if users have groups that match team access groups

  3. Workflow Not Working: Verify "Next Team" is properly configured

  4. API Key Issues: Regenerate API keys if integration problems occur

  5. Access Problems: Verify user groups match team access groups and sharing policies

Getting Help

Summary

The Stood CRM Team Management provides powerful yet user-friendly team configuration capabilities. The 4-step workflow setup process is designed to be simple and safe, allowing organizations to:

  1. Create and configure teams with appropriate categories and settings

  2. Customize deal flow stages with team-specific labels

  3. Set up team transitions to create automated workflows

  4. Configure access groups to control team membership and sharing levels

All operations are designed to be easy and harmless, with no risk of data loss or system disruption. Teams can be reorganized, labels can be customized, and workflows can be modified at any time to match your evolving business needs.

Contact - Stood CRM support & integration

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