Teams & Dynamic Approvals

Now that your form is collecting basic information and internal metadata, let’s make it smarter by connecting it to your organization’s structure.

In this module, you’ll create Teams in your Space, define their attributes (like manager email), and learn how they’ll be used later in your workflows to automatically assign tasks based on which department is selected.

What are Teams?

Teams in Kinetic are flexible user groupings that help you assign responsibilities, route approvals, and personalize experiences. While many organizations use Teams to reflect their organizational hierarchy (like HR, IT, Sales), you can define Teams however it makes sense for your process.

For example, you might create Teams based on:

• Departments (e.g., Finance, Marketing)
• Roles (e.g., Approvers, Requestors, Technicians)
• Project groups (e.g., New Hire Provisioning Team)
• Location-based units (e.g., Chicago Office, Remote Employees)
• Any other logical grouping you want to reference or assign tasks to

Each Team can:

• Belong to a Parent Team (optional — used for nested or structured grouping)
• Have attributes, such as an email address for a manager or a location ID
• Be referenced in forms, workflows, and approvals to dynamically route tasks or personalize the experience

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Why this matters: When a user submits a form and selects a Team (like a department), you can automatically look up and assign the right person or action without needing a hardcoded rule. It’s dynamic, scalable, and keeps your logic centralized.

Step 1: Create a Parent Team for Departments

We’ll start by creating a parent Team called Departments, which will hold all the individual department Teams.

To create:

1. In the Space Console, go to Teams
2. Click + New Team (top right)
3. Name the team: Departments
4. Leave the Parent Team field blank
5. (Optional) Add a Description like: This is the parent team for all the different departments in the organization.
6. Click Create Team

Step 2: Create Individual Department Teams

Now we’ll create Teams for each department and associate them with the Departments parent Team.

You’ll also add an attribute to each team that identifies the manager (used later for routing approvals).

Example: Human Resources Team

To create:

1. Click + New Team
2. Name: Human Resources
3. Parent Team: Select Departments
4. Scroll to Attributes
   • Add an Attribute named Manager
   • Set the Value to your email (or a test manager email)
5. Click Save

Repeat this for other departments:

• Sales (with a different test Manager email)
• Technology Information (or IT)

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Expand your knowledge: Using Attributes to Power Approvals

Step 3: Understanding How Teams Will Be Used

Now that you’ve created your Teams and assigned attributes like Manager, you’re ready to start using them to power more dynamic experiences.

Here’s how Teams will come into play in future steps:

• Your form will use Teams to populate the Department dropdown dynamically (instead of hardcoding choices).
• Your workflow will use the selected Team to look up attributes, like the assigned manager, and route approvals accordingly.

This structure enables personalized automation so you don’t have to manually assign approvers or hardcode logic for each department or role.

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You won’t see this functionality in action just yet. We’ll connect your form to Teams using an integration in the next module, and build out routing logic in your first workflow a bit later.

Coming Up: Populating the Department Dropdown with Teams

Right now, your Department field in the onboarding form is set to Custom. In the next module, you’ll connect it to the list of Teams you just created — so the dropdown pulls from your actual org structure.

Recap

You should now:

• Understand how Kinetic Teams reflect your org structure
• Know how to group Teams under a parent
• Have added Manager attributes to each Team
• Be ready to use those Teams dynamically in your forms and workflows

Next up: Integrating Teams into Your Form — connect your Department field to pull live data from your Teams and set up your first integration.