---
title: "Managing teams on a group level"
slug: "managing-teams-on-a-group-level"
description: "Create group teams, rename them, add or remove members and managers, merge or move teams, and set entity visibility from one place for your whole group."
updated: 2026-10-27T15:50:20Z
published: 2026-10-27T15:50:20Z
canonical: "payhawk.com/managing-teams-on-a-group-level"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing teams on a group level

The Group dashboard and multi-entity management capabilities in Payhawk allow you to manage your teams and team settings on a group level, namely, you can create group teams, set the name of your group organization structure, and manage permissions for your team managers.

## Creating group teams

If you don't have teams in your entities, you can start creating group teams immediately:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), switch to your group account from the entity switcher in the top header, then open the app switcher in the top-left corner and go to **Employees**, and select **Teams** in the left pane.
2. On the next screen, click on **+ Add team**.
3. In the panel that opens, fill in the name of the new team and select a parent team if applicable. Click on **Create**.

![The Edit group teams page with the Create Team panel open, showing the Name and Parent team fields.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-01_20261009_ai.png)
4. On the team record that opens, add the team members and managers from the **Team members** and **Managers** sections.

![A group team record with the Team members, Managers and Entity visibility sections, each with an Edit link.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-02_20261009_ai.png)

## Renaming group teams

To rename your team:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Employees** > **Teams** and select the desired team.
2. Click on its three-dot menu and select **Edit**.
3. In the panel that opens, update the name of the team and click on **Save**.

![The Edit team panel with the team name and Save and Cancel.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-03_20261009_ai.png)

## Adding and removing group team members

To add new members to your group team, click on **Edit** in the **Team members** section, select them from the **Add member** drop-down menu, and click on **Save**.

![The Edit team panel for team members with the Add member list open.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-04_20261009_ai.png)

To remove team members from your group team, hover over the desired name in the same panel, click on **x**, and then click on **Save**.

![The Edit team panel for team members with the red x shown on a member row.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-05_20261009_ai.png)

## Adding and removing group team managers

To add new managers to your group team, click on **Edit** in the **Managers** section, select them from the **Add manager** drop-down menu, and click on **Save**.

> [!TIP]
> Group administrators can select a team manager without the need to invite them to all entities where they need to approve.

![The Edit team panel for managers with the Add manager list open.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-06_20261009_ai.png)

To remove team managers from your group team, hover over the desired name in the same panel, click on **x**, and then click on **Save**.

![The Edit team panel for managers with the red x shown on a manager row.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-07_20261009_ai.png)

## Deleting group teams

To delete a group team:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Employees** > **Teams** and select the desired team.
2. Click on its three-dot menu and select **Remove team**.
3. In the dialog that opens, click on **Delete**.

![The Delete Team dialog warning that the team members will be moved to Not in a Team.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-08_20261009_ai.png)

## Moving teams to other group teams

You can also move teams and sub-teams to include them as a sub-team of another group team or move them out of existing teams:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Employees** > **Teams** and hover over the desired team or sub-team.
2. Click on the arrow icon.
3. In the **Moving a team** panel that opens:
  - If you want to move a team as a sub-team of another team, select the parent team from the drop-down menu and then select **Move team**.
  - If you want to make a sub-team a parent team, select **None** from the drop-down list.
4. Click on **Continue**.

![The Moving a team panel with a target team selected and Move team chosen.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-09_20261009_ai.png)

## Merging group teams

On the group level, you can merge teams only if they have no sub-teams.

As a result of the merge:

- The team members of the merged team will be added to the team members of the target team
- The team managers of the merged team will be added to the team managers of the target team.

To merge your teams:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Employees** > **Teams** and hover over the desired team or sub-team.
2. Click on the arrow icon.
3. In the **Moving a team** panel that opens, select the target team for the merge from the drop-down menu.
4. Select the **Merge teams** option.
5. Click on **Continue**.

![The Moving a team panel with a target team selected and Merge teams chosen.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-10_20261009_ai.png)

## Setting a custom name for your group team structure

You can apply any custom names to your Payhawk teams that are relevant to your group:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Settings** > **Teams** (under **ACCESS**).
2. Switch on the **Use custom organization structure name** option.
3. Enter the desired name in the **Name (singular)** and **Name (plural)** input fields.
4. Click on **Update**.

> [!TIP]
> Each entity can set a custom organization structure name locally.

## Setting entity visibility and External IDs for your teams

Within the group settings, you can now choose which teams should be visible for specific entities and hide those that are not relevant. Additionally, you can assign teams to particular entities and either use a unified external ID across all entities or assign a unique ID for each one.

> [!TIP]
> A child team's entity visibility is limited by its parent team, meaning that if the parent team does not have visibility to a specific entity, that entity will appear as unavailable when you try to add it to a child team. To extend the child team’s entity access, first update the parent team's entity visibility to include the required entities, then return to the child team and add them.

1. Open the app switcher in the top-left corner and go to **Employees** > **Teams** and select the desired team.
2. In the **Entity** visibility section, click on **Edit**.
3. In the panel that opens, select the entities for which the team should be visible and deselect the ones that are not relevant.
4. To set a unique external ID for the team for each entity, switch on the **Different external IDs for each entity** toggle and fill in the information.

To have the same external ID for the team across all your entities, leave the toggle off and fill in the ID.
5. Click on **Save**.

![The Edit team panel for entity visibility with the entities, the Different external IDs for each entity toggle and the External ID table.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-11_20261009_ai.png)

## Assigning substitutes for approvers across entities

Employees designated as approvers can assign substitutes to act on their behalf during absences, regardless of their entity.

By default, the option to enable substitutes from other entities to handle the tasks of an out-of-office approver is disabled at the group level and requires explicit activation by Payhawk administrators. However, Group administrators, who already have access to all entities, can always define substitutes across entities.

To enable the out-of-office feature for the group:

1. Open the app switcher in the top-left corner and go to **Settings** > **Teams**.
2. Switch on the **Allow Out of Office substitute from other entities** toggle.

![Group Settings > Teams with the Allow Out of Office substitute from other entities toggle switched on.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/managing-teams-on-a-group-level-12_20261009_ai.png)

## Useful resources

- [Using the Group dashboard analytics](/help/using-the-group-dashboard-analytics)
- [Using the Group dashboard for finance and operations](/help/using-the-group-dashboard-for-finance-and-operations)
- [Managing employees on a group level](/help/managing-employees-on-a-group-level)