Teams in Aptly help you organize your workflows around roles instead of individual users—making assignments more efficient, scalable, and easier to maintain.
Why Use Teams?
Teams create a centralized way to manage assignments across your boards, tasks, and inbox.
Instead of assigning work to a specific person, you assign it to a team. This means:
- You only update assignments in one place if roles change
- Coverage continues if someone is out or leaves your company
- Work can be distributed evenly across team members
- Your processes stay consistent and scalable
Example:
Instead of assigning all maintenance requests to one person, assign them to a Maintenance Team.
Step 1: Identify Your Teams
Start by defining the key roles in your organization.
Common examples:
- Leasing Team
- Renewals Team
- Maintenance Team
- Maintenance Coordinator (yes—this can be a “team” of one)
Even if only one person fills a role, creating a team still gives you flexibility later.
Step 2: Create Teams in Aptly
- Go to Global Settings
- Select Company Info & Teams
- Click Add Team
- Enter a team name
- Add one or more members
Once created, you can:
- Edit team names
- Add or remove members
- Disable or delete teams
Step 3: Use Teams in Board Automations
Teams become especially powerful when used in assignment rules.
Assign Cards Using Round Robin by Team
When setting up an automation:
- Choose Update Assignee as the action
- Select Round Robin by Team
- Choose your team
What is Round Robin?
Round robin automatically rotates assignments across team members.
- Each new card is assigned to the next available person
- Aptly also balances workload
- If one user already has more cards, the system prioritizes someone with fewer
Example:
If you have 3 leasing agents, new leads will be distributed evenly so no one gets overloaded.
Step 4: Use Teams in Task Templates
You can also assign tasks using teams within task templates.
- Add a task assignee
- Select Round Robin by Team
This is especially helpful when:
- Multiple teams work on the same board
- Responsibilities shift depending on the task
Step 5: Use Teams in the Inbox
Teams can also streamline communication in shared inboxes.
- Go to Help Desk
- Edit a Shared Inbox
- Locate Auto-Assignment Rules
- Select Round Robin by Team
Now, incoming messages will:
- Be automatically assigned
- Be evenly distributed across the team
- Respect workload balancing
Why This Matters
Using teams helps you future-proof your workflows.
Instead of updating assignments across multiple boards, automations, and inboxes, you only need to update the team membership.
Example:
If your Maintenance Coordinator goes on leave:
- Simply replace them in the Maintenance Team
- All new assignments automatically go to the new person
Key Takeaway
Teams in Aptly allow you to:
- Assign by role instead of individual
- Automatically balance workloads
- Maintain flexibility as your team changes
Set up your teams once—and let Aptly handle the rest.