In Bas, tasks are automatically created for certain events: a new quote request, a move that needs to be scheduled, an invoice that needs to be sent. But who picks up those tasks? You determine that with teams.
By linking employees to teams, everyone only sees the tasks that belong to their role. The planner sees planning tasks, the invoicing department sees invoicing tasks, and the salesperson sees sales tasks. Without teams everyone sees everything - and that quickly becomes unmanageable.
Why teams?
Bas has over 40 different tasks that are created automatically. Without teams, all those tasks appear in front of everyone. That leads to two problems:
Nobody knows what they should pick up. If everyone sees everything, nobody feels responsible.
The task list becomes unworkable. For an active company with 10+ files per week, the task list grows quickly. If you don't filter, people start writing their tasks down on paper again - exactly what you want to prevent.
The solution: divide the tasks across teams. Each team member only sees the tasks of their own team.
The 8 standard teams
When setting up the system, Bas automatically creates 8 teams. These teams cover the most important work processes of a removal company. You don't need to create them yourself - they're already there.
# | Team | What this team does | Example tasks |
1 | General | Safety net for tasks that don't fit anywhere else | General notifications, system notifications |
2 | Sales | Following up leads, sending quotes, calling back | New quote request, quote expired, quote accepted |
3 | Planning | Scheduling moves, assigning employees and vehicles | Schedule survey, schedule move, schedule box delivery |
4 | Invoicing | Creating, sending and following up invoices | Create invoice, check payment, send reminder |
5 | Warranty certificates | Requesting and approving Schouten Zekerheid certificates | Request certificate (5 days before the move), check certificate |
6 | Accounting integration | Checking synchronisation with your accounting package | Synchronise invoice with Exact/Snelstart/Yuki |
7 | Damage | Handling damage reports | Register damage, review photos, resolve damage with customer |
8 | HRM | Leave, sickness, expense claims and HR matters | Employee certificate expiring, contract ending, schedule annual review |
Tip: Start with these standard 8 teams. They're tailored to the typical way a removal company works. Adjust them later if you notice something is missing or needs to be different.
How teams work
When a task is created (for example: a new quote comes in), the following happens:
The system looks at the team linked to this task (for example: the Sales team)
All employees in that team see the task on their home page
One of the team members picks up the task and ticks it off
The task disappears from everyone's home page
This means: if you're in multiple teams, you see all the tasks of those teams. If you're only in the Planning team, you only see planning tasks.
Examples: who belongs in which team?
Below are examples of typical role divisions for companies of different sizes.
Small removal company (2-3 people)
At a smaller company, one person often does multiple roles. That's not a problem - an employee can be in multiple teams.
Employee | Role | Teams |
Jan | Owner (does everything) | All 8 teams |
Lisa | Administration/planning | Sales, Planning, Invoicing, Accounting integration |
Medium-sized removal company (5-10 people)
Employee | Role | Teams |
Robert | Owner/director | General, Sales, Invoicing |
Barbara | Administration | Invoicing, Accounting integration, HRM |
Mark | Planner | Planning, General |
Petra | Inside sales | Sales, Warranty certificates |
Sandra | Administrative employee | Invoicing, Damage |
Large removal company with multiple branches
Employee | Role | Branch | Teams |
Robert | Director | Both | General, Sales |
Barbara | Invoicing | Eindhoven | Invoicing, Accounting integration |
Mark | Planner | Eindhoven | Planning |
Dennis | Planner | Veldhoven | Planning |
Petra | Sales | Eindhoven | Sales, Warranty certificates |
Sandra | HRM | Both | HRM, Damage |
Tip: Make a list before you start. Write down per employee which tasks they carry out in practice. That makes assigning them to teams much easier.
Tips
Start with the standard 8 teams. Adjust later if you notice something is missing. Most companies get on fine with the standard teams.
Test first with a small group. Add a few team members first and test how it works. Then expand to the whole team.
Don't create too many teams. More teams may seem clearer, but in practice it only gets more complicated. Keep it simple.
Only activate HRM tasks after go-live. Leave, sickness and expense claims are a separate project. Only activate these tasks once the basic functions (sales, planning, invoicing) are running stably. Do this at least a month after go-live.
Note
Only back-office employees appear in the team list. Employees with only the Mover or Foreman skill (without Administration or Planner) can't be added to teams. That makes sense: they work in the app, not in the back office.
Too many teams makes the system cluttered. If you have 15 teams, nobody knows anymore where a task belongs. Stick to the standard 8 teams unless you have a very good reason to expand.
Want to know more?
Entering teams (for tasks) - Creating and putting together teams
Everything about tasks - Complete overview of the task system
Next step: Managing team members - add employees to teams and arrange backup for sickness or holidays.