The Admin Dashboard congregates all the Teams and Spaces on your tenant into a single, readable layout and categorizes them based on different parameters.
You can view Active, Inactive, and Unmanaged Spaces, Lifecycle Progression, Activity Charts, and your Governance Score, along with many other governance metrics, within seconds, allowing you to focus on the big picture instead of needlessly sorting through menus.
Let's go through some key Dashboard features to better understand how it works in real-world scenarios.
What does the term "Space" mean?
A Space is any digital workspace of any content type that can be managed by Teams Manager, including Teams, SharePoint Sites, Viva Engage Communities, SP Communication Sites, Modern SharePoint Sites, and Planners.
📈 Dashboard
The Dashboard itself can be accessed by navigating to the Teams tab and selecting Admin View in the top right corner of Teams Manager.
Once you're on the Dashboard, you'll notice the total number of Spaces for the selected tab, an Activity Chart, and a full list of all Spaces included in the tab.
You can also view your Governance Overview in the top left corner to assess your managerial efficiency.
Tab breakdown:
Live - Teams in which at least one message has been posted or one meeting/call has been held in the last 30 days, including all Spaces that haven't reached their Expiration/Archival Date.
Teams w/o User Activity - Inactive Teams in which neither a message has been posted nor a meeting/call has been held in the last 30 days. Other Spaces are not displayed here.
Archived/Expired - Spaces that have been archived by the user or the corresponding Lifecycle Policy, including Expired Spaces (e.g., SharePoint). These Spaces retain their chat history and files, but members can no longer send new messages or hold meetings.
Public - Spaces (all content types with associated groups) that are visible to all employees in the organisation. Any employee can join a public Space to view conversations or access files.
Big Spaces - Teams & Spaces that have more than 50 members (relevant across all content types).
With Guests - Teams & Spaces (all content types with associated groups) that include users from outside the organisation who have been given access for collaborative purposes. Tracking Spaces with guests can help identify data exposure risks.
Without (Enough) Owners - Teams & Spaces (all content types with associated groups) without (enough) owners. They don't have a sufficient number of people responsible for settings, membership, and data management.
Without Users - Teams & Spaces without users (all content types with associated groups) that are empty and serve no active purpose. These can be newly created Spaces that have been abandoned or Spaces from which all members have left over time.
Unmanaged - Teams that are not managed by Teams Manager. Therefore, governance guidelines will not be enforced on them.
When dealing with Activity-based Lifecycles, the progress bar will show the number of days left until Archival. This number will reset every time any Activity (except for file activity) is performed in the Space. (Activity Reports are updated every 2-3 days. So don't panic if the activity isn't shown immediately.)
For each tab, there's a handy Activity Chart that allows you to easily visualize the number of Teams within each tab and gives you the opportunity to analyze the corresponding growth patterns:
📇 Spaces
Each Dashboard tab will present a list of all Spaces included in it. Depending on the tab in question, the displayed elements and additional options will change.
For instance, the Live spaces tab will display a Lifecycle progress bar that can help you gauge how soon certain Spaces will be Archived/Expired.
You can also click on the ⋯ icon next to each Space to reveal a list of additional actions. In our case, we have the option to Manage members and owners, Extend lifecycle, Set guest access, and Delete the Team.
💡Keep in mind that different types of Spaces will have different options and built-in widgets. E.g., Archived spaces will only have the option to restore them.
📄 Space Profile Page
Clicking on a specific Space will take you to the corresponding profile, where you can view all the related information in a convenient spot. Everything from Lifecycle management and Metadata fields to Users and Storage can be easily managed here.
Section Breakdown:
Name and Characteristics - Contains the Team Name, Type, Visibility, Creation and Expiration Dates, Template, Space link, and Lifecycle (if applicable).
Metadata - Displays all Metadata fields attached to the Template that the Space is based on, complete with the corresponding responses.
Users and Access - Displays a breakdown of all users attached to the Space. You can view Admins, Owners, and Members separately, while fully visualizing their distribution.
Storage Usage - Displays the total size and number of Files present in the Space and gives you a detailed breakdown of which File Types occupy the most space.
Shared Links - Displays a breakdown of Shared links throughout the space. Here, you'll be able to visualize the ratio of Internal and External links.
History - Allows you to view all important events related to the Space, including Name, Lifecycle, and Membership changes.
💡Certain actions might take a few minutes to sync due to API response-time limitations, so don't panic if the changes you've made aren't reflected on the Dashboard or the Space Profile.
⛑️ Need more help?
Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected]