# Teams and assignment If the same people sign things off week after week, stop typing their names. Save them as a team and they become one click, carrying their own rules for how many need to approve and how often the page comes back for review. ![Screenshot 2026-05-29 at 18.47.07.png](https://help.gocapable.com/images/6881eb75-de77-4320-a234-d9a8cb04ddd4.webp) --- ## Two kinds of team | **Kind** | **Available in** | **Set up by** | | ----------- | ----------------------- | -------------------------------------- | | Global team | Every space on the site | Anyone with team management permission | | Space team | One space only | A space administrator | A global and a space team may share a name, because names only have to be unique within their own kind. Every space also has a built-in **Space team**, which holds up to 16 people and is the default choice for automation. --- ## Build one from a Confluence group Instead of listing people, point the team at a Confluence group. The reviewers are then whoever is in that group at the moment the approval is raised, so a new joiner is included automatically and a leaver drops out. No maintenance.[\[1\]](#fn-1) 📝 A team uses either a member list or a group, never both. Choosing a group clears the list, and adding a person clears the group. --- ## How to set one up 1 Create 2 Members 3 Enable 4 Rules Go to space settings, Capable Approval, Approval teams. Choose Global teams or Space teams, then Create team. Give it a name of 3 to 75 characters, an icon and a colour. ![image-20260902-104851.png](https://help.gocapable.com/images/00c9ddb1-7fa5-4e56-8121-bdcac61ac65e.webp) --- ✓ Create 2 Members 3 Enable 4 Rules Add up to 32 people individually, or open Add members and pick an entry under Groups instead. ![image-20260902-104817.png](https://help.gocapable.com/images/85a0973d-1158-401d-8eaa-99cbf654d36d.webp) --- ✓ Create ✓ Members 3 Enable 4 Rules Expand the team row and turn on **Enable approval team**. Creating a team is only half the job: each space decides which teams may be used there, which is what lets one team need two approvals in one space and four in another. ⚠️ A team that is not enabled in a space will not appear on pages there, however well set up it looks globally. This is the most common reason a team seems to be missing. ![image-20260902-104953.png](https://help.gocapable.com/images/1893f52f-68ad-4e95-bdca-644dfb0b8fbf.webp) --- ✓ Create ✓ Members ✓ Enable 4 Rules Set how many must approve, how many rejections refuse the page, whether it expires, and whether approval publishes the page. Full option list in [Space settings](https://help.gocapable.com/approval/space-settings.html). ![image-20260902-105047.png](https://help.gocapable.com/images/72eede98-4868-4d9e-9b29-433e761c2d40.webp) --- ## What the badge on a team means | **Badge** | **Meaning** | | ------------ | ------------------------------------------------------- | | UNCONFIGURED | Exists but never set up here. Will not appear on pages. | | DISABLED | Set up, then switched off. | | EMPTY | No members and no group, so it cannot be used. | | CONFIGURED | Ready to use on pages in this space. | --- ## Using a team on a page Open the approval panel and pick the team instead of individual people. It brings its members and its rules with it. See [Request an approval](https://help.gocapable.com/approval/request-an-approval.html). ⚠️ A team replaces everything already on the approval, including answers people have already given. To add one more reviewer to a live request, add them by name instead. You do not have to pick a team at all. A space can raise approvals by itself and route them by page label. See [Automatic approvals](https://help.gocapable.com/approval/automatic-approvals.html). ![image-20260902-105047.png](https://help.gocapable.com/images/72eede98-4868-4d9e-9b29-433e761c2d40.webp) --- ## A few things that catch people out * Teams hold **up to 32** members when you list people individually, and use up to 30 from a group. * When someone picks a group backed team by hand, the group is read with _their_ access, so it can fail for a group they cannot see. Automatic assignment does not have this problem. * Deleting a team configuration in a space removes it from that space but leaves the team itself intact. * Global teams need team management permission; space teams only need space admin. See [Manage approval teams](https://help.gocapable.com/approval/manage-approval-teams.html). --- 1. Up to 30 people are used, taken by display name from the first 150 read. App and service accounts are excluded. A larger group is silently cut, though the team editor warns you when it spots this. [↩](#fn-ref-1) --- ## Related [Automatic approvalsUse teams without anyone clicking anything.](https://help.gocapable.com/approval/automatic-approvals.html) [Manage approval teamsCreating them, and who is allowed to.](https://help.gocapable.com/approval/manage-approval-teams.html) [Request an approvalPicking a team on a page.](https://help.gocapable.com/approval/request-an-approval.html) [Space settingsEvery per-team option and its default.](https://help.gocapable.com/approval/space-settings.html) [Set up a space for approvalsWhere teams fit in the wider setup.](https://help.gocapable.com/approval/set-up-a-space-for-approvals.html) --- _That is the last time anyone types those five names._