Linked Records, Lookups & Rollups

These three column types let you connect and calculate data across your workspace instead of entering it manually.

Linked Record creates a relationship between records.
Lookup displays or aggregates information through a Linked Record.
Rollup aggregates information upward through Teamo's built-in hierarchy.

Setting up a Linked Record

Open Field Settings for a column and change its type to Linked Record.

You'll configure:

Link to module: The module you want to connect to.
Link to: Whether the column links to Records or Activities in that module.
Relationship direction: Choose One-way or Two-way. A two-way relationship automatically creates a matching column in the target module so the connection appears from both sides.
Reciprocal column name: Available only for two-way relationships. This becomes the name of the automatically created column.
Display field: The field shown on the linked record chip.

You can also allow multiple linked records, make the column required, and allow users to create new linked records directly from the field.

Once a relationship has been created as Two-way, it cannot be changed back to One-way. To remove the reverse relationship, delete the reciprocal column from the target module.

An activity's first column can be a Linked Record

Most software requires the first column of every row to be a manually entered name.

In Teamo, the first column of an Activity can instead be a Linked Record, allowing the linked item itself to become the activity's identity.

For example, an event management company might have an Events module with an Equipment activity group.

Instead of creating an activity named "Folding Chairs for Summer Gala," the first column links directly to the Folding Chairs record in the Inventory module. The activity automatically displays the inventory item's name, eliminating the need to create a separate title.

This capability is only available for an Activity's first column. It isn't supported for Records or Details.

Setting up a Lookup

Open Field Settings and change the column type to Lookup.

You'll configure:

Source linked column: The Linked Record column the Lookup should use.
Display field: The field from the linked record that should be displayed.

If the selected field is numeric, you can also choose an aggregation method (Sum, Average, Median, Minimum, Maximum, or Count) and apply filters so only matching linked records are included.

Continuing the event example, every Inventory record automatically receives a reciprocal Linked Record listing every equipment activity that references it.

By adding a Lookup that sums the Quantity field and filtering it to only include activities whose Status is In Use, each inventory item displays exactly how many units are currently being used across all events.

Setting up a Rollup

Open Field Settings and change the column type to Rollup.

Unlike a Lookup, a Rollup doesn't require a Linked Record.

The source is determined automatically based on where the Rollup is created:

A Record Rollup aggregates values from that Record's Activities.
An Activity Rollup aggregates values from that Activity's Details.

You can configure:

The Activity Group to aggregate (Record level only)
The field to aggregate
Optional filters
The aggregation method (Sum, Average, Median, Minimum, Maximum, or Count)

Rollup vs. Lookup

Although they can both aggregate data, they solve different problems.

A Rollup aggregates information upward through Teamo's built-in hierarchy. It summarizes values from an item's own child items, such as a Record's Activities or an Activity's Details. Because these relationships already exist, a Rollup never requires a Linked Record.

A Lookup retrieves or aggregates information through a Linked Record relationship. Whether you're displaying a field or calculating values across linked records, a Lookup always depends on an existing Linked Record column.

If you're aggregating upward within the same Record or Activity, use a Rollup. If you're retrieving or aggregating information through a relationship you've created with a Linked Record, use a Lookup.

Working with linked records

Linked records appear as chips inside a cell.

Click a cell to search for and add additional linked records.

Click a chip to open a preview of the connected record, allowing you to quickly view its key information without leaving the current module.

Next Steps

Now that you understand how to connect data across your workspace, continue with: