Setting up teams

Set up your organization's teams within Blissfully

How can Teams help me?

Blissfully's Teams feature allows you to help coordinate by grouping people & apps together, allowing you to:

  • Segment spend

  • Segment people

  • Understanding Compliance through Access Matrices

  • Define on & off-boarding strategies

  • Distribute Workflow tasks

  • Divide & conquer SaaS management

Teams are designed to be flexible: any single person (or app) can be in multiple teams, and as you'll see, this can provide quite a bit of flexibility.

The Basics

Starting Simple - Teams as Departments

In the simplest setup, Teams can be as direct as one-to-one with your notion of a department. In this setup, most companies would have Sales, Marketing, Support, etc.

Additionally, we recommend creating two special teams: "All Employees", and "Contractors".

In this setup, each of your colleagues would be part of two teams: All Employees (or Contractors) and their department. (Of course, if you have folks who span several departments, by all means, include them accordingly!)

Assigning Apps to Teams

Next, for each team you'll want to include the apps typically used by members of that department.

For Sales, this might include tools such as Salesforce, Hubspot, etc. Support might be Zendesk, Intercom, etc. For "All Employees", we recommend adding the org-wide tools your colleagues use. Typically this includes apps like GSuite, Okta, Notion, Zoom, etc.

When you place an app into a team, you can decide if the app is "required" or "optional" - this choice influences whether Blissfully should expect team members to have access to this tool (and help close any gaps) or that the tool is optional, and it's OK if Blissfully sees usage, but shouldn't worry about folks who aren't using the application.

What does this simple setup get me?

Turns out, quite a bit!

Segmenting Spend

Once your apps have been bucketed into Teams, Blissfully uses this information to allow for powerful sort & filtering on the Apps page, allowing you to understand how your vendor relationships line up to your departments.

(This same information is available on the Team's page itself). Further more, each App's dedicated detail page now includes the list of Teams that use it.

Segment people

Similarly, at a glance, you'll be able to understand which People belongs to which teams as you navigate the various views in Blissfully.

Understanding Compliance through Access Matrices

Once Blissfully understands which Teams use which Apps, we can present a clear picture of who is properly provisioned into the various tools the need. Below is a sample Access Matrix taken from an "All Employees" team.

Additionally, Blissfully can show on a per-person (or per-app) basis why someone should, or should not have access to the various apps we've detected they are using.

Define on & off-boarding strategies

Each team can be configured with specific tasks that will be included in on-boardings that place a person into a team, and in off-boardings that remove a person from a team. These tasks may be app provisioning tasks, and may include more free form manual tasks (such as getting access to the WiFi password, or purchasing a laptop).

Distribute Workflow tasks

On & off-boarding Workflows take the Team-defined tasks, and marshal them out to the appropriate people. Depending on your task configuration, this might assign tasks to the new employee, to your IT admin, to the lead of the Team, or to individual admins for the relevant apps. Blissfully will notify all parties, coordinate the effort, and follow up until the work is completed! Lastly, tasks do more than just ensure the work to provision (and de-provision) apps get done, they also fundamentally inform & confirm Blissfully's understanding of who is using what, and form an audit trail, confirmed by real people, for your security & compliance needs.

Divide & conquer SaaS management

Managing every app's every detail, across your entire organization, can be a daunting proposition - especially after being exposed to the true scale of the issue! Team's can help distribute the management workload.

We recommend setting a Team Lead for each team, and inviting them to manage their team's configuration & apps inside Blissfully. In this way, you can ensure a responsible party is managing the details for your critical apps.

Importing Team Definitions

Setting up Teams for the first time can take a bit of effort, but thankfully we have a few tricks up our sleeve to quickly boot-strap the configuration. If you contact us, we can quickly setup your teams by importing data from any of the following sources:

  • G Suite Organization Units (Sync and Import)

  • G Suite Groups (Import only)

  • BambooHR Departments (Import only)

  • Okta Groups (Sync and Import)

  • CSV Import (Import only)

If you have another data source not listed, please contact us for the latest options. Alternatively, you can manually create and update your teams from the Teams page.