Welcome Email Template for New Staff

Home Knowledgebase Collaboration Communication Welcome Email Template for New Staff

When new staff are hired the following email should be sent to them:

 

Hi Name,

We’re excited that you’ve joined our company.

Before you can begin working you’ll need to know some things. So we’ve put together this Knowledgebase where you’ll be guided through everything.

 

Alias (Username): [email protected]

Fingerprint (Password): Will be sent to you in a separate message over a different communication channel for security purposes.

 

How do I see Tasks I am responsible for?

 

We rely on Teamwork.com to manage our clients’ Projects and the Task Lists and Tasks that relate to them. You should have received an invitation to join, and immediately see some or all Projects we are working on.

You will receive an email notification when new Tasks are assigned to you, most of the time. But we recommend viewing the Everything tab and creating a custom Filter to save Tasks assigned to you so you always see the latest and never miss something by accident. Refreshing throughout your workday.

 

How do I record my time?

Regardless of where you were hired from we expect you to record your time in Teamwork on the Task you are working on. If there isn’t a specific Task you’re working on that you may record your time under the respective Project you’re working on under the Time tab.

If you do not record your time there you will not be paid. This is how we invoice our clients. If we don’t get paid: you don’t get paid! No exceptions.

If you were hired through a website such as UpWork.com then you must ALSO record your time there using the automatic recorder.

 

How do I access the code and database for a project?

If you are a developer, you can access website code via our private GitLab server located at https://gitlab.theportlandcompany.com – which you should have received an invitation too.

Typically databases are regularly exported and added in the repository so you can quickly import it. If it’s not in the root of the project ask your supervisor or in Slack in the #general channel.

 

How do I access usernames and passwords for all things?

We rely on 1Password.com  to manage our usernames and passwords for everything from a WordPress login to SFTP credentials and more. We ask everyone to use the “Tag” feature which allows us to associate credentials with a client’s name. This way you can simply type in the client’s name into 1Password and you will find all credentials for all assets related to them.

Sensitive information is stored in a separate 1Password Vault, such as Credit Cards. If you need access to this for some reason please speak with your supervisor.

You must visit 1Password.com and install the Desktop app and the browser extension. The desktop app is a fallback if the browser extensions don’t work for you (happens sometimes). And the desktop app is a place to search and locate information that may not be a username and password. For example, API keys, or serial numbers for software.

If you don’t find what you need there, notify your supervisor and we’ll put what you need in there.

 

How do I communicate with the team on the project?

We communicate via Slack. And we create a Private Channel for each project. Your supervisor must invite you to the Channel.

 

How do I publish my work to the staging server?

Laravel Forge is a third party tool that is automatically notified when you Push your code to the Git repo. Then it automatically deploys that to the staging server. This does NOT update the database. You would need to set up a “pre-deployment hook” to do that. You can do this in Laravel, but it’s an advanced technique that has caveats. If you need assistance deploying the database then contact the Senior Developer on the project and ask them how to do this.




By:
Categorized in:
This post is related to:

Home Knowledgebase Collaboration Communication Welcome Email Template for New Staff

When new staff are hired the following email should be sent to them:

 

Hi Name,

We’re excited that you’ve joined our company.

Before you can begin working you’ll need to know some things. So we’ve put together this Knowledgebase where you’ll be guided through everything.

 

Alias (Username): [email protected]

Fingerprint (Password): Will be sent to you in a separate message over a different communication channel for security purposes.

 

How do I see Tasks I am responsible for?

 

We rely on Teamwork.com to manage our clients’ Projects and the Task Lists and Tasks that relate to them. You should have received an invitation to join, and immediately see some or all Projects we are working on.

You will receive an email notification when new Tasks are assigned to you, most of the time. But we recommend viewing the Everything tab and creating a custom Filter to save Tasks assigned to you so you always see the latest and never miss something by accident. Refreshing throughout your workday.

 

How do I record my time?

Regardless of where you were hired from we expect you to record your time in Teamwork on the Task you are working on. If there isn’t a specific Task you’re working on that you may record your time under the respective Project you’re working on under the Time tab.

If you do not record your time there you will not be paid. This is how we invoice our clients. If we don’t get paid: you don’t get paid! No exceptions.

If you were hired through a website such as UpWork.com then you must ALSO record your time there using the automatic recorder.

 

How do I access the code and database for a project?

If you are a developer, you can access website code via our private GitLab server located at https://gitlab.theportlandcompany.com – which you should have received an invitation too.

Typically databases are regularly exported and added in the repository so you can quickly import it. If it’s not in the root of the project ask your supervisor or in Slack in the #general channel.

 

How do I access usernames and passwords for all things?

We rely on 1Password.com  to manage our usernames and passwords for everything from a WordPress login to SFTP credentials and more. We ask everyone to use the “Tag” feature which allows us to associate credentials with a client’s name. This way you can simply type in the client’s name into 1Password and you will find all credentials for all assets related to them.

Sensitive information is stored in a separate 1Password Vault, such as Credit Cards. If you need access to this for some reason please speak with your supervisor.

You must visit 1Password.com and install the Desktop app and the browser extension. The desktop app is a fallback if the browser extensions don’t work for you (happens sometimes). And the desktop app is a place to search and locate information that may not be a username and password. For example, API keys, or serial numbers for software.

If you don’t find what you need there, notify your supervisor and we’ll put what you need in there.

 

How do I communicate with the team on the project?

We communicate via Slack. And we create a Private Channel for each project. Your supervisor must invite you to the Channel.

 

How do I publish my work to the staging server?

Laravel Forge is a third party tool that is automatically notified when you Push your code to the Git repo. Then it automatically deploys that to the staging server. This does NOT update the database. You would need to set up a “pre-deployment hook” to do that. You can do this in Laravel, but it’s an advanced technique that has caveats. If you need assistance deploying the database then contact the Senior Developer on the project and ask them how to do this.

About

Since 2005 we've been offering digital and content marketing strategy and implementation. Including website development, search engine optimization and marketing, search marketing and more.

Continue Reading »

Contact

Email

[email protected]

Phone

503-567-9561

Follow

  • Logo for The Portland Company with a Coyote