Navigate to: Admin > Users > User Teams Tab
What You Need to Know
You cannot assign both a User Team and an individual user to the same task.
When assigning a task, you must choose one or the other. If a specific person needs to own a task, assign it to them directly rather than to their team.
User Teams are not the same as User Roles.
User Roles control what a user can access and do in Shepherd — they are a permissions tool. User Teams are used for task assignment and workflow routing only. Adding someone to a team does not change their role or permissions.
Changes made through a user's profile may not appear in the team's Activity Log.
The team Activity Log records direct edits to the team itself. If a user's team membership is changed by editing their individual user profile, that change may not show in the team history. To track that type of change, check the user's profile instead.
Creating a User Team
User Teams are created and managed from Admin > Users > User Teams Tab. Click + Add New to open the team creation modal, which includes:
Name — the team name that appears across Shepherd wherever teams can be assigned
Description — optional notes about the team's purpose or focus
Assigned Users — multi-select field including all existing user profiles and an "All Users" option
A team can be saved with no users assigned, which is useful when setting up teams before your roster is finalized.
Once saved, the team appears in the User Teams configuration table:
Column | Description |
User Teams | Team name, sortable alphabetically |
Description | Optional notes about the team |
Assigned Users | Number of members; click to expand and view individual names |
Status | Active or Archived (sortable and filterable) |
Actions | Edit (pencil icon) or Archive (box icon) |
Use the free-text search field or the Assigned Users funnel filter to locate specific teams.
Editing a User Team
Click the pencil icon in the Actions column to reopen the team modal. All fields — name, description, and user assignments — are editable at any time.
Renaming a team updates the name everywhere it appears in Shepherd without affecting team logic or user assignments.
A user can belong to multiple teams simultaneously. There is no limit on team membership.
User Teams Across Shepherd
Tasks
When creating or editing a task, use the assignment field to assign it to a User Team or an individual user. You cannot assign both a team and an individual to the same task — it is one or the other.
Team-assigned tasks appear in the task list for all members of that team. The Assigned to Me filter includes tasks assigned directly to a user as well as tasks assigned to any team they belong to. If multiple users or teams are listed on a task, the task table shows a collapsible summary.
Automatic Tasks
The Assign Task To field in Admin > Products > Product Edit/Add New> Automatic Product Actions > Tasks supports User Team selection.
Message Center
In the Message Center, conversations can be assigned to one or more User Teams. Any member of an assigned team sees the red-dot notification for that conversation, the same as individual assignment.
Permissions
No new user permissions are required to use User Teams. The User (Edit) permission under the Admin Tab grants access to create and edit teams.
OpenAPI Capabilities
User Teams are accessible through Shepherd's OpenAPI, supporting team-based task automation and integrations.
Available endpoints:
GET /pav2/open-api-user-teamsPOST /pav2/open-api-tasks/write(supportsassignedUserTeamsfield)
Frequently Asked Questions
Why isn't the red-dot notification appearing for a team member?
Team members should see a red-dot notification for any uncompleted task or message assigned to their team. If a member is not seeing the red dot, confirm that the task is still open and assigned to a team they belong to. If the issue continues, note the specific task, team name, and affected user and contact support — a screen recording of the behavior will help the team investigate.
A task isn't showing up for a team member — what should I check?
Start with the task list filters. Confirm the due date filter is set to show the relevant timeframe and that the user is viewing All Tasks rather than Assigned to Me if the task was assigned to the team rather than the individual. If the task was created in another browser tab, a manual page refresh may be needed. If the issue persists, a screenshot or screen recording will help support investigate further.
A user was removed from a team and I can't find it in the team's Activity Log — why?
The team Activity Log only records changes made directly to the team. If a user's team membership was changed by editing their individual user profile rather than the team itself, that change will not appear in the team's log. To track that type of change, check the history on the user's profile instead.
How do I archive a User Team?
Click the box icon in the Actions column on the User Teams page and confirm the action. Archiving a team removes it from active use but does not delete it. Archived teams can be found by filtering the Status column on the User Teams page.