Each team can have its own settings for enquiry handling, disposal access, submarkets, building types, sectors, sources, marketing languages, metrics, and follow-up reminders.
Who can use teams?
Teams are available to agency organisations.
You need Organisation Admin access to view and manage teams.
Teams are not available to landlord organisations or non-admin users.
When to use teams?
Use Teams when you need to:
Create a new team for a group of users.
Control how enquiries route for a team.
Set team-level defaults for disposals and marketing.
Manage team membership.
Delete a team you no longer need.
How teams work
A team is a named group of users with its own configuration.
Teams affect several areas of Kato, including enquiry routing, disposal access, notification segments, and default settings used by the team.
Each team has a configuration page with separate sections. Save changes in each section after you edit it.
Team membership is managed from the user drawer. The Users section on the team page lets you view assigned users and open the user drawer for a specific person.
Open teams
Go to Organisation Settings.
In the left navigation, go to Workspace.
Select Teams.
If you cannot see Teams, check that you are in an agency organisation and have Organisation Admin access.
View and search teams
Go to Organisation Settings → Teams.
Review the Teams index.
Use the search bar to find a team by name.
Select a team row to open that team’s configuration page.
The Teams index shows each team’s:
Name
Primary user count
Secondary user count
Create a team
Go to Organisation Settings → Teams.
Select Create new team.
Enter a Team name.
Select Create team.
After Kato creates the team, you move to the team configuration page. Use this page to add the team’s settings and review assigned users.
Only the team name is required when you create a team.
Configure team details
Go to Organisation Settings → Teams.
Select the team you want to edit.
Go to Team Details.
Update the team name if needed.
Set the Default enquiry assignee.
Set Disposal access restriction.
Add any Additional enquiry notification emails.
Select Save changes.
Default enquiry assignee
Choose how Kato assigns inbound enquiries for this team.
Option | What it does | When to use it |
User and team of related disposal | Kato assigns enquiries based on the disposal the enquiry relates to. | Use this when enquiry ownership should follow the disposal setup. |
Specific user | Kato assigns all inbound enquiries for the team to one named user. | Use this when one person should own incoming enquiries for the team. |
If you choose Specific user, you must select a user before you save. Only team members are available in the user dropdown.
Disposal access restriction
Use Disposal access restriction to control whether team members can restrict disposal access to team members and assigned users only.
Additional enquiry notification emails
Add email addresses that should also receive notifications when inbound enquiries arrive.
Configure submarkets
Open the team configuration page.
Go to Submarkets. You can also use the jump-to sidebar.
Select the geographic submarkets the team works in.
Set the Search radius, if needed.
Select Save changes.
Configure available building types, sectors, and sources
Use these sections to define the options available to the team.
Available building types
Open the team configuration page.
Go to Available Building Types.
Select the building types the team can use.
Select Save changes.
Available sectors
Open the team configuration page.
Go to Available Sectors.
Select the sectors the team can use.
Select Save changes.
Available sources
Open the team configuration page.
Go to Available Sources.
Select the sources the team can use.
Select Save changes.
Configure default marketing languages
Open the team configuration page.
Go to Default Marketing Languages.
Set the team’s Primary marketing language.
Add any Preferred marketing languages.
Select Save changes.
Configure default metrics
Open the team configuration page.
Go to Default Metrics.
Set the team’s default values for:
Rent metric
Size metric
Charge metric
Select Save changes.
Configure the default follow-up reminder
Open the team configuration page.
Go to Default Follow-Up Reminder.
Set the number of days before a follow-up reminder is triggered for this team.
Select Save changes.
Configure interest schedule settings
Open the team configuration page.
Go to Interest Schedule Settings.
Configure the team’s interest schedule preferences.
Select Save changes.
View and manage team users
Open the team configuration page.
Go to Users.
Review the users assigned to the team.
Use search to find a user by name or email.
Filter the list by role if needed.
Select a user row to open the user drawer.
Update the user’s team assignment, role, or profile in the user drawer.
Each user is marked as Primary or Secondary in the team.
A newly created team has no users. Users appear after they are assigned through the user drawer.
Delete a team
Deleting a team is permanent and cannot be reversed.
Before you delete a team, make sure its users have been reassigned if they still need team access.
Open the team configuration page.
Go to Delete Team. You can also use the jump-to sidebar.
Select Delete Team.
Review the confirmation message.
Select Delete to confirm.
After Kato deletes the team, you return to the Teams index.
Saving changes
Each team configuration section saves independently.
Select Save changes in the section you edited before you move on.
If you try to leave the team configuration page with unsaved edits, Kato prompts you to confirm before leaving.
What your changes affect
Team settings can affect enquiry routing, disposal access, available options, default metrics, marketing defaults, notification segments, and follow-up reminders.
Troubleshooting
Issue | What it means | What to do |
You cannot see Teams in Organisation Settings | Teams may not be available for your organisation, or you may not have Organisation Admin access. | Check that you are in an agency organisation and have Organisation Admin access. |
You cannot create a team | The team name may be missing. | Enter a team name, then select Create team again. |
You cannot save Team Details | A required field may be missing, such as the user for Specific user enquiry assignment. | Complete the required field, then save again. |
A new team has no users | Users are assigned through the user drawer after the team is created. | Go to the Users section and select a user row from another team, or open the relevant user from Organisation Settings → People. [NEEDS CONFIRMATION: Best route for assigning the first user to a new team.] |
The Users section is empty | No users have been assigned to the team yet. | Assign users through the user drawer. |
You see an unsaved changes prompt | You have edited a section but have not saved it yet. | Select Cancel to stay and save your changes, or leave to discard them. [NEEDS CONFIRMATION: Confirm exact button labels in the Teams unsaved changes modal.] |