Start with the marketing work that needs an accountable person, rather than a list of job titles. Identify who manages each authorised staff member, what that person is responsible for and which duties need an assistant. AIM Teams Builder — Roles & Responsibilities provides a place to record these assignments within the AIM dashboard.
The software helps website administrators organise authorised staff using simple forms and an organised team overview. Version v1.3.1 is listed in the Team Management category for the startup, professional and enterprise plans. Its practical value is making team arrangements explicit: people can be assigned to roles, their main manager and assistants identified, and their skills and responsibilities recorded.
Turn broad roles into useful responsibility records
A title such as marketing assistant does not, by itself, explain which activities someone handles. The release description supports recording responsibilities, duties for individual marketing tools and regular activities. Together, these fields can document the work behind a role instead of leaving colleagues to interpret a title.
A useful starting point is to gather the following information for each authorised staff member:
- Team role: the role the person performs within the chosen team structure.
- Main manager: the person identified as their primary manager.
- Assistants: the people assigned to support their work.
- Key skills: capabilities relevant to the responsibilities being assigned.
- Responsibilities and tool duties: the work they are expected to handle, including duties associated with individual marketing tools.
- Regular activities: recurring work that should not depend on someone remembering an informal arrangement.
- Cover and handover: who should take responsibility during absence and the notes that make that arrangement understandable.
This is a recommended way to prepare the information, not a claim that the software checks its accuracy or completeness. Administrators and staff still need to agree what the assignments mean.
A practical setup workflow
1. Agree responsibilities before entering them
Ask staff and their managers to describe their actual duties. Where two people believe they own the same activity, resolve that overlap before recording an assignment. Where nobody recognises an activity as theirs, decide who should take responsibility rather than leaving an unexplained gap.
Skills can inform that discussion, but a recorded skill is not evidence that someone has spare capacity. Consider workload and availability separately when deciding whether a person should become an assistant or take on additional duties.
2. Record the reporting and support arrangements
Use the forms to assign team roles, identify the main manager and assistants, and document responsibilities. Choose a hierarchical, flat, matrix or continuous improvement structure that reflects the team’s working arrangements. The purpose is to make the organisation understandable, not to select a structure simply because its label sounds modern.
3. Review the team overview as a working reference
Use the organised overview to review the assignments together. Recommended questions include whether every recurring activity has a clear owner, whether assistant duties are sufficiently specific and whether the nominated manager matches the arrangement staff recognise.
That review is a human workflow. The supplied release facts do not establish automated detection of duplicated duties, unassigned work or excessive workload.
Hypothetical example: clarifying a shared content responsibility
Hypothetical example: An administrator is organising a small marketing team. One staff member is responsible for preparing campaign content, another assists with checking it, and a manager oversees the work. The administrator records those roles, the main manager, the assistant’s duties and the regular content activity.
The team then notices that the phrase content support is too broad. They agree a more specific description of the assistant’s responsibility and record it. If colleagues consult and maintain these records, the arrangement could reduce uncertainty about who prepares work and who supports it. This is a possible outcome, not a reported customer result.
What responsibility records do not replace
AIM Teams Builder organises authorised staff; it should not be treated as a substitute for permission management. The release explicitly states that cover assignments do not automatically promote users or change WordPress permissions. Paid customer memberships and downloads also remain separate from staff administration.
The supplied facts do not demonstrate improvements in campaign performance, time savings or financial return. Clear records may support coordination, but the outcome depends on accurate assignments, staff agreement and continued use.
Your next action
Choose one marketing activity with unclear ownership. Agree its responsible staff member, manager and supporting duties, then record and review the arrangement in AIM Teams Builder. Once the team understands that example, apply the same approach to the rest of its responsibilities. Starting with a real ambiguity gives the setup a practical purpose rather than creating a directory that nobody uses.
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