Managing shared teams
This page discusses the usage of Advanced Roadmaps live plans (any version from 2.0 to 2.27). If you're using the redesigned planning interface, see this page instead.
You can set up and share teams across multiple plans so you only have to define your teams in one place.
When planning work for your teams, you may encounter the need to assign a team across multiple plans. When this happens, you can consider setting up that team as a shared team. The main benefit here is that you only have to define the shared team and their settings in one place, so you won't have to define the same team across multiple plans over and over again.
To illustrate shared teams:
You have two plans, Mobile expansion and Web expansion, and both plans use the same feature team. In that feature team, one developer has planned holidays, and another developer has a paternity leave coming up.
In this case, you can then do the following:
- Make the feature team a shared team.
- Make sure the feature team is assigned to both plans.
With both plans now using the same team, if you update any details about the team in the Mobile expansion plan, the details in the Web expansion plan will be automatically updated as well.
Before you begin
Make sure that you have the shared team management permission in Advanced Roadmaps.
Viewing shared teams
The teams tab will display the teams that are shared across all existing plans. By expanding each team, you can view the members of that team, and the weekly hours allocated to each member.Note that any configured weekly hours will not have any effect on capacity in plans with the improved interface.
Creating a shared team
Note that any changes made to shared teams will affect all the plans that these shared teams belong to.
- In your plan, click Manage Shared teams.This will display the Shared teams and people page.
- Click the Teams tab, if necessary.
- Click Create team. This will display the Create shared team dialog.
- Give the new team a name > click Create. This will create the new team in the Shared teams and people page.
To delete a shared team, go to the corresponding team in the Shared teams and people page. Click the x icon for the team you want to delete.
Adding members to a shared team
- Go to the Shared teams and people page > click the Teams tab, if necessary.
- Expand the team to which you want to add members.
- Click + Add person.
- Start typing the name of the person you want to add. A list of matches will appear.
- Select the person you want to add. This will add the person to the team.
If the person doesn't appear in the list, you can still choose to add that person as a virtual user by clicking Create virtual user. A virtual user exists only in Advanced Roadmaps, and can be used to play with scenarios when planning work.
To remove a member from a shared team, go to the corresponding team in the Shared teams and people page. Click the Remove link for the member, then click Remove in the confirmation message.
Configuring members of a shared team
You can add members to a shared team, or modify the weekly hours of the members of a shared team as necessary.
- Go to the Shared teams and people page > click the Teams tab, if necessary.
- Expand the team that contains the member you want to configure.
- Specify the weekly hours of the member.
Adding a shared team to a plan
To add a shared team to a plan, the shared team must already be an existing one.
- In your plan, click the Teams tab to display the teams section below the timeline.
- Click + Create team. This will display the Create team dialog.
- From the team type, choose Use existing shared team.
- From the Team menu, select a shared team.
- Click Add.
Sharing an existing private team
You can convert a private team (a team that's not a shared one) into a shared team. This is helpful when you already have an existing team assigned to a plan, and you want to assign the same team to another plan.
- In your plan, click the Teams tab to display the teams section below the timeline.
- Go to the team you want to convert into a shared team.
- Click more (
) > Share.
Sharing skills across plans
Much like Advanced Roadmaps lets you define a shared team in one place, so you won't have to define the same team across multiple plans over and over again, you can also define skills that are shared across plans in one place.
For example, let's say a developer with the frontend development skill is working on Plan 1, and Plan 2 requires the same developer with the same skill. Sharing skills across plans then makes sense, so any shared requirements in Plan 1 will be automatically added to Plan 2.
Sharing a skill
- In your plan, click more (
) next to the plan name > Configure > Stages and skills. - Click + Add skill > enter a name for the skill > Create skill.
- Go back to your plan.
- Commit the changes back to your Jira Software instance.
- In your plan, click more () next to the plan name > Configure > Stages and skills.
- Go to the newly added skill > click more () > Share. This will add the shared skill in the Shared teams and people page, in the Skills tab.
Sharing a skill across plans
- In your plan, click more () next to the plan name > Configure > Stages and skills.
- Click + Add skill > select one of the shared skills. This will add the skill to the selected plan.
If the shared skill has already been assigned to a certain team member, note that all plans that have that skill will inherit both the skill and the team member that has that skill.