How to Create a Team in Projexa AI¶

Video Tutorial¶

Step-by-Step Guide¶

1. Choosing an Option¶

When you first complete the onboarding process in Projexa AI, you'll be presented with two distinct pathways for team participation. This initial choice is crucial as it determines your role and responsibilities within the platform.

Option A: Create a New Team (Team Leader Role)

If you select this option, you will take on the role of team leader. As a team leader, you'll be responsible for:

• Naming and establishing the team
• Generating and distributing invite codes to potential team members
• Managing team composition and ensuring the team meets size requirements
• Leading team collaboration and coordination throughout the project lifecycle

This option is ideal if you want to take initiative, have a clear vision for your project, or prefer to organize your own team of collaborators.

Option B: Join an Existing Team (Team Member Role)

Alternatively, you can choose to join a team that has already been created by another student. To do this, you'll need:

• An invite code from the team leader
• To enter the invite code in the appropriate field
• Confirmation from the system that you've been successfully added to the team

This option is suitable if you prefer to contribute your skills to an established team or if you've already been invited by a colleague to join their project.

2. Creating a Team¶

If you've chosen to create a new team, the next step is to establish your team's identity by entering a team name. This is a critical step that requires careful consideration.

Entering Your Team Name:

Navigate to the team creation form and enter your desired team name in the designated text field. Your team name should be:

• Meaningful: Choose a name that reflects your project, team values, or collaborative spirit
• Professional: Avoid inappropriate or unprofessional language
• Memorable: Select a name that team members can easily remember and reference
• Unique: Ensure it's distinct from other teams in your session

The system does not allow team name modifications to maintain consistency in records, reporting, and administrative tracking throughout the project lifecycle.

3. Invite Code Generation and Distribution¶

After you've successfully entered and confirmed your team name, Projexa AI automatically generates a unique invite code specifically for your team. This code serves as the secure mechanism for adding members to your team.

Understanding the Invite Code:

The invite code is a unique alphanumeric string that acts as a password or key for team access. This system ensures that:

• Only invited individuals can join your team
• You maintain control over team membership
• The team size limits are properly enforced

How to Share the Invite Code:

1. Copy the Code: Once generated, you'll see the invite code displayed on your screen. Use the copy button or manually select and copy the code.

2. Distribute to Team Members: Share this code with your intended team members through:

3. Email
4. Messaging apps (WhatsApp, Telegram, Discord, etc.)
5. In-person communication
6. Your institution's learning management system

7. Social media direct messages

8. Provide Instructions: Along with the code, make sure to inform your team members that they need to:

9. Complete their own onboarding process first
10. Select "Join an Existing Team" when prompted
11. Enter the exact invite code you provided

4. Team Size Requirements¶

Projexa AI includes built-in team size management to ensure projects maintain appropriate collaborative scales. This feature is configured by your project coordinator or course administrator before students begin the team formation process.

Automatic Enforcement:

The system automatically manages:

• Minimum Team Size: The platform won't allow you to submit your team until you've reached the minimum required number of members. This ensures adequate collaboration and workload distribution.

• Maximum Team Size: Once your team reaches the maximum allowed members, the invite code will no longer accept new members. This prevents teams from becoming too large and difficult to manage.

How It Works:

As team members join using your invite code, you'll see:

• A real-time count of current team members
• The minimum and maximum limits set by your coordinator
• Visual indicators showing whether you've met the requirements
• Status updates when new members successfully join

Coordinator Settings:

Your project coordinator has predetermined these limits based on:

• The complexity and scope of the project
• Available resources and time constraints
• Pedagogical objectives for collaboration
• Institutional guidelines or best practices

You don't need to worry about manually tracking team size—the system handles all validation automatically. Simply focus on inviting the right collaborators and ensuring your team composition meets the project needs.

5. Submitting the Team¶

Once your team has reached the required number of members (meeting the minimum threshold set by your coordinator), you're ready to officially register your team in the system.

The Submission Process:

1. Verify Team Composition: Before submitting, review your team member list to ensure:
2. All intended members have successfully joined
3. The team size meets the minimum requirement

4. All members are the correct individuals

5. Click "Submit Team": Locate and click the "Submit Team" button, which will be enabled once you meet all requirements.

6. Confirmation: The system will process your submission and provide confirmation that your team has been successfully registered.

What Happens After Submission:

Once you submit your team:

• Your team becomes officially recognized in the Projexa AI system
• The team roster is locked (members cannot be added or removed without coordinator intervention)
• Your team can proceed to the next phase of the project
• You'll gain access to team collaboration features and tools
• The invite code may become inactive or invalid for new members

Important Considerations:

• Final Check: Submission is a significant milestone, so ensure everyone you want on the team has joined before clicking the button
• No Easy Reversals: While not entirely impossible, making changes after submission typically requires coordinator assistance and may involve administrative processes
• Team Readiness: Make sure all team members are aware that the team is being submitted and are ready to move forward

Next Steps¶

After successfully submitting your team, you've completed the first major milestone in your Projexa AI journey. However, team formation is just the beginning of your project experience.

Your Immediate Next Task: Problem Statement Submission

The subsequent phase involves defining what your team will work on. This includes:

• Identifying a Problem: Your team needs to select or formulate a problem statement that aligns with your course objectives
• Collaborative Discussion: Work with your team members to ensure everyone agrees on and understands the chosen problem
• Formal Submission: Submit your problem statement through the Projexa AI platform for review and approval