How do I create and manage teams?

Updated May 12, 2026 Admin

Teams in Vantage Fit add a social and competitive layer to challenges. Employees work together toward a shared goal, and team scores are based on the average of all members' individual scores. You can create teams yourself, let employees form their own, or do a mix of both.

How Team Scoring Works

Before diving into setup, it helps to understand how team scores work:

  • Team score = average of all team members' individual scores.
  • This means every member's contribution matters equally.
  • A team of 5 where everyone scores 80 beats a team of 10 where the average is 70.
  • Adding inactive members pulls the team average down.

Tip: Team averaging encourages participation from every member, not just the top performers. It is the fairest model for team competition.

Creating Teams as an Admin

Option 1: Create Teams from the Dashboard

  1. Open the challenge from the Challenges page.
  2. Go to Manage Challenge → Teams.
  3. Click Create Team.
  4. Enter:
    • Team name — what employees will see.
    • Team image (optional) — a logo or photo for the team.
  5. Add members — search for employees by name or email and add them to the team.
  6. Click Save.

Repeat for each team you want to create.

Option 2: Bulk Upload via Google Sheets or CSV

For large challenges with many teams, bulk upload is much faster:

  1. Go to Manage Challenge → Teams.
  2. Click Bulk Upload or Import Teams.
  3. Download the template file (CSV or Google Sheets format).
  4. Fill in the template:
    • Column A: Team name.
    • Column B: Employee email.
    • Each row maps one employee to one team.
  5. Upload the completed file.
  6. The system creates all teams and assigns members in one step.

Tip: Double-check that employee emails in your file exactly match their registered emails in Vantage Fit. Mismatched emails will be skipped during import.

Option 3: Automated Team Creation

For companies with large employee bases or automated workflows, Vantage Fit can create teams programmatically on your behalf.

  • Contact your Vantage Fit account manager to set up automated team creation.
  • Your account manager will coordinate the setup and provide any details needed.

Employee-Created Teams

If employee team creation is enabled for your company, employees can form their own teams:

  1. A team captain creates a new team from the app.
  2. The captain names the team and optionally adds an image.
  3. The captain invites colleagues to join the team.
  4. Invited employees accept or decline the invitation in the app.

Note: Employee team creation must be enabled at the company level by your Vantage Fit account manager. If this option is not available, contact your account manager to request it.

Admin Oversight of Employee-Created Teams

Even when employees create teams, admins retain full control:

  • You can see all employee-created teams on the Manage Challenge → Teams page.
  • You can edit team names, images, and membership.
  • You can move members between teams.
  • You can delete teams.

Managing Existing Teams

Editing a Team

  1. Go to Manage Challenge → Teams.
  2. Find the team you want to edit.
  3. Click on the team to open its details.
  4. You can change:
    • Team name
    • Team image
    • Add members — search and add new members.
    • Remove members — remove members from the team.

Moving Members Between Teams

  1. Open the team that currently has the member.
  2. Remove the member from that team.
  3. Open the destination team.
  4. Add the member to the new team.

Note: When a member is moved between teams, their individual score stays the same. The old team's average adjusts downward (losing a contributor) and the new team's average adjusts based on the new member's score.

Configuring Maximum Team Size

During challenge creation, you set the maximum number of members per team. This limit:

  • Prevents teams from becoming too large (which dilutes individual accountability).
  • Ensures relatively balanced team sizes.
  • Applies to both admin-created and employee-created teams.

Tip: A team size of 4-6 works well for most challenges. It is small enough that every member's effort visibly affects the score, and large enough to create meaningful social dynamics.

Deleting a Team

  1. Go to Manage Challenge → Teams.
  2. Find the team you want to delete.
  3. Click Delete Team.
  4. Confirm the deletion.

Deleted team members become unassigned. You can reassign them to other teams or leave them as individual participants (depending on the challenge configuration).

Best Practices

  • Pre-create teams for company-wide challenges. When running a challenge for the entire company, admin-created teams based on departments or locations create ready-made rivalries.
  • Let employees create teams for voluntary challenges. For opt-in challenges, letting employees form their own teams increases buy-in and engagement.
  • Balance team sizes. Try to keep all teams within 1-2 members of each other. Unbalanced teams create unfair score dynamics.
  • Name teams creatively. Department-based names are functional, but fun names (voted on by team members) increase team identity and motivation.
  • Monitor team membership during challenges. Check periodically for teams with inactive or zero-score members — they may need encouragement or reassignment.

Need more help? Contact your Vantage Fit account manager or email support@vantagecircle.com.

Related articles:

Was this article helpful?

PreviousHow do I create a journey challenge?
NextCan I run challenges across multiple time zones?