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. 

Teamdeck.io is the resource planning software

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. 

An employee onboarding process with Teamdeck.io

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 the invitation, and, as a result, join your company’s account. 

A Perfect Employee onboarding process
An employee onboarding process flow is supported by one of many functions in Teamdeck.io

Manage your calendar 

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:

An effective onboarding process
In companies with very long-term goals, a new employee onboarding process is mostly based on a well-prepared onboarding program

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. 

Adding a new booking to Teamdeck
Bookings, assignments, utilization, forecasting, etc. - Hiring managers and new employees should be on the same page and get to know about duties and results of work

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. 

Good employee onboarding process maintains new employee satisfaction and employee feels valued

Time tracking

There are two ways to populate your timesheets:

  1. Use a mobile time tracker to keep track of your working time. Pick a project you’re about to work on, click play when you start your tasks and stop the timer when you’re done. Your time entries will be saved automatically.
    Teamdeck’s mobile app is available for Android and iOS devices.
mobile time tracker
Mobile time tracking help with measuring employee performance and employee engagement
  1. 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.  
A new employee onboarding process is helping in employee orientation in the new work environment

Request time off

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. 

During new employee's first day they getting to know about company values, office supplies, company policies, and social and performance aspects accepted job offer
Leave management, availability management - you name it, but knowing who is in or out; when she/he comes back, or - going further - does employee's experience meet with projects expectation - everything in the 1 resource planning software

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.

A new hire onboarding process and its results can measure time spnt by an employee's team
Estimated bookings vs actual time tracked in Teamdeck.io

If you’re invoicing your company based on your timesheets, you can easily calculate the amount of money within the reports. 

Payroll report

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. 

Streamline an employee onboarding process with a resource planner

Schedule a personalized product tour with our consultants – check resource planning software recognizable among well-known companies such as Hill-Knowlton

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