Organizations around the world face some common challenges like resource allocation, workload management, or capacity planning. Things got even more complicated when, due to the coronavirus pandemic, many companies had to make a switch to remote work....
Onboarding new employees? Make sure that they quickly get a grasp of the software your team uses. Since Teamdeck is used daily by most of our clients’ employees, it’s important they understand the structure of the tool as soon as possible.
Simplify the orientation process at your company by sharing this guide with your new hires. You can also download a pdf version here and send it to your team. This article will also be helpful for your existing employees when your company is just starting out with Teamdeck.
Note: This is a guide for users with regular team member permissions, employees who can see their schedule, track time, request time off, but cannot manage other people with Teamdeck.
What is Teamdeck?
Teamdeck is a complete resource management solution. It helps companies plan the work of their teams, monitor their workload and analyze the company’s performance.
Our mission is to make companies operate more efficiently while maintaining team happiness. We believe that this can be done by means of optimal workload, workplace transparency and work-life balance. Teamdeck is designed to nurture all three aspects.
From the employee’s point of view, Teamdeck is a tool to:
- Control your working time
- Plan your availability at work and time off
- Get a better idea of your upcoming assignments
- Understand your personal productivity style
- Streamline communication with your managers
Let’s walk you through Teamdeck’s features, starting with the core element of this tool: a calendar where you can plan and track your time.
But first, you have to activate your account in order to get in.
Get started with Teamdeck
It starts with an email entitled You are invited to Teamdeck workspace. That means that somebody wants you to join their company’s Teamdeck account.
Open the email and click the get started button. The next step is to create your Teamdeck account (if you’re new to Teamdeck) or to log in with your existing credentials. Once you’re logged in, you will be asked to click accept invitation, and, as a result, join your company’s account.
Manage your calendar with Teamdeck
When you enter the Calendar tab (it’s available in the top menu), you’ll see your name and, optionally the names of your team members. This depends on your company’s policy.
Next to each name, there are rows signified by different icons. Let’s go through them one by one:
Bookings – this is where you will see your bookings, i.e. work assignments. They can be added and edited by your managers. Click on a booking to learn more details about your upcoming tasks.
Timesheets – this is the space for your recorded time entries, the time you spent working on a given project. You can add, edit or remove entries from the timesheets row. In the next section of this article you’ll learn more about tracking your time with Teamdeck using a mobile time tracking app.
Availability – the number of working hours you’re available for on a given day. If you’re a full-time employee, this row won’t be editable.
Vacations – the space for your personal time off. All absences, paid or not, will appear here.
Bookings compared with Availability (B/A) & Timesheets compared with Availability (T/A) – these rows make it easy to spot potential and actual overtime. When bookings and timesheets exceed your daily availability, the B/A and T/A bars turn red.
Create a custom calendar view
You can change the level of information displayed on your Teamdeck calendar. In order to edit your default view or to add a new one, click on a pencil icon in the upper left corner of your calendar. Next, you’ll be able to pick the elements you want to keep in your calendar view.
You can also decide to change your view from people to projects: if you pick the latter, you’ll see a list of projects and bookings with people’s names on them.
Time tracking with Teamdeck
There are two ways to populate your timesheets:
- Add time entries manually. Go to the calendar, pick a date in the Timesheets row and click on it. You’ll see a drawer where you can provide more details about your time entry.
Request time off with Teamdeck
Teamdeck is used for absence management by many companies. It’s handy, because employees can request vacations themselves. Managers just need to approve or deny these requests: everything happens within the app, so there’s no need for email threads and so on.
Your absence will be acknowledged by your team leaders and noticed by people responsible for resource scheduling. This helps companies to eliminate scheduling conflicts once and for all.
In order to request some time off, you need to click on a date (or a set of dates) in your calendar (in the Vacations row). Then, fill out a request form and wait for a system notification regarding the status of your request.
TIP: If you know who’s in charge of your vacation requests, you can pick that person from the drop down list. Otherwise, your request will be received by all Teamdeck users with manager and owner permissions in your organization.
There’s more to discover
Now that you know the main features of Teamdeck, you can explore the tool further. There are two more options we will go through today:
Manage your daily availability
This feature is usually reserved for part-time employees and freelancers. If you’re a full-timer, chances are that you won’t need to use it.
The availability row in your calendar is where you can define your daily availability. Add periods during which you’re free to work. You can create several availability periods per day. Do you have a fixed schedule? Your availability periods can be repeated every week.
Analyze your work
Reports allow you to take a deeper dive into your data. You can monitor your billable hours or compare bookings with actual time spent working on a given project to assess your estimates.
If you’re invoicing your company based on your timesheets, you can easily calculate the amount of money within the reports.
Get in touch with us!
Our customer support team will be happy to answer your questions regarding our app. You can always drop us a line in the chat.