---
id: KB-AD-008
url: https://app.codecontract.io/help/administration/teams-when-and-how-to-split-them
idioma: en
categoria: administracion
audiencia: administrador
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-AD-002, KB-ET-005]
citadoPor: [KB-AD-010]
---

# Teams: when to split the organisation

_Splitting too early gets in the way; splitting late leaves everyone seeing everything._

**Responde a:** when to create teams · separate work by department · everyone sees every case · organise teams by site or by area

Teams separate who sees what. With five people they are overhead; with forty and three departments they are necessary. The signal is the answer to one question: is anyone seeing something they should not?

| Situation | Teams | Why |
| --- | --- | --- |
| Under ten people, everyone does everything | No | Splitting makes sharing templates and contacts harder |
| Departments with different sensitive material | Yes | HR has no need to see purchasing, or the reverse |
| Several sites or clients with their own teams | Yes, one per site or client | It is also what lets you scope an auditor's access |
| Clients who compete with each other | Mandatory | Not convenience: it is third-party information |

> [!IMPORTANT]
> If you hold documents for competing clients, one team per client is not an organisational preference. Broad permissions there expose a third party's information without their authorisation.

## What stays shared anyway

**En corto**

- Contacts and templates: no need to duplicate them per team.
- The credit balance, which belongs to the organisation.
- Settings and branding.

> [!NOTE]
> Start without teams and add them when someone asks why they can see something. Splitting later is easier than merging what was split too far.

**Can someone be in two teams?**

Yes, and it is normal for coordinators.

**Does an administrator see every team?**

Yes. Which is why there should be two, not nine.

**Can a case move between teams?**

Yes, keeping its history.

## Ejemplos

**A 25-person firm serves two clients in the same sector.**

- Creates one team per client
- Scopes each account manager's permissions

→ No manager sees documents belonging to the client that competes with theirs.

**Everyone sees everything and there are now forty people.**

- Separates into teams according to the work

→ Each one sees their own.

**The organisation is split and templates have to be duplicated.**

- Considers whether permissions would have sufficed

→ The structure does not multiply without reason.

**One team needs to see another's work occasionally.**

- Grants access to the specific file

→ The exception does not break the separation.

**Reports have to be added up by hand across teams.**

- Queries the whole from above

→ The overall picture exists.

**It was separated out of caution and now it gets in the way.**

- Revisits the decision with usage data

→ The structure matches how people work.