Varilo logoVarilo

Teams and departments

Split your organisation into teams and let everyone work with their own checklists and reports.

Why split your organisation into teams?

The more checklists and inspections a company runs, the harder it is to find your own. Departments bring order: the health and safety crew works with its checklists, maintenance with its own, and the warehouse sees only what concerns its area.

A team in Varilo decides what a user sees. Checklists assigned to the department, inspections carried out on those checklists and inspections performed by team members form one consistent, narrowed view — without browsing the whole organisation.

A department manager gets the reports and corrective actions for their area, while management can still switch to the company-wide view with one click.

How do teams work in Varilo?

  1. 1

    The administrator creates a team

    In the user settings a new team is created with its own name, e.g. Safety, Maintenance, Quality or Security.

  2. 2

    You add members

    You assign people from the organisation to the team. One employee can belong to several teams.

  3. 3

    You assign checklists

    In the checklist editor you tick the teams it applies to — one, several or all. With none selected the whole company sees it.

  4. 4

    The employee switches the view

    The “Only mine / team / whole organisation” switch narrows the dashboard, reports, actions and checklist list. The choice is remembered on the account.

What does the team view cover?

Department checklists

Checklists assigned to the selected team, ready to be run by its members.

Inspections from those checklists

Every inspection carried out on the team's checklists, regardless of who performed it.

Inspections by team members

Inspections performed by people in the team — including those on company-wide checklists.

Dashboard, reports and actions

Statistics, PDF reports and corrective actions narrowed to the chosen department with one switch.

Examples of department splits

Health and safety

Workplace audits, safety inspections and hazard reports in one place.

See the use case

Maintenance

Machine and installation checks plus technical patrols run by the technical crew.

See the use case

Manufacturing

Workstation checks, line start-ups and shift checklists assigned to production crews.

See the use case

Warehouse

Checks of warehouse condition, forklifts and storage zones within a single department.

See the use case

Facility management

Patrols of buildings, technical rooms and common areas of the site.

See the use case

Quality control

Batch checks, product acceptance and non-conformity tracking on the quality side.

See the use case

The same team mechanism covers several areas of the organisation at once — without rolling out a separate system for each department.

Rules and limits

You can create up to 4 teams per organisation, which usually covers the main areas of a company.

There is no limit on team size, and one employee can belong to several teams and switch between their views.

A checklist with no team selected stays visible to the whole organisation — existing checklists work exactly as before.

Teams are created, renamed and removed by the company administrator in the user settings. Employees do not set up teams themselves.

Teams versus roles and permissions

A role defines what a user can do: run inspections, build checklists or manage the organisation. A team defines what a user sees.

The two settings work together. A performer in the Warehouse team fills in warehouse checklists and sees their department's reports, while the administrator keeps access to the whole organisation.

Frequently asked questions

Try teams on your own data

Create a free demo account, set up your first team and see how the reports view changes. No payment card required.

  • Up to 4 teams per organisation — e.g. Security, Maintenance, Quality.
  • A user can belong to several teams and switch between their views.
  • Assign a checklist to one or several teams — with none selected the whole company sees it.
  • The team view covers inspections from its checklists and those performed by its members.
  • Narrow the dashboard, reports and actions to a chosen team with one switch.
  • The administrator manages teams and their members from the organisation settings.