Best Practices for Team Onboarding and Training

Step-by-Step Guide

1. Understanding Roles and Permissions

Clearly defining roles and permissions is a foundational step in onboarding your team to Atarim.

Admins have full control over the workspace, including managing users, configuring settings, and overseeing all projects, making them responsible for team organization and security.

Contributors have access to specific projects they are assigned to, allowing them to create, manage, and collaborate on tasks without full administrative privileges.

Collaborators, often clients or external stakeholders, have the most limited access, primarily focused on providing feedback and viewing tasks without the ability to manage broader project settings.

Why It’s Important: Assigning proper roles ensures secure and efficient task management while avoiding confusion over access levels.

Instructions:

• Assign roles such as Admin, Contributor, or Collaborator based on responsibilities.
• Navigate to the People page in the workspace settings to configure permissions.
• Limit access to sensitive projects by only assigning specific projects to team members.

Example Use Case: Grant admin rights to department leads while keeping junior team members as contributors to maintain control over critical settings.

Tip: Regularly review and update permissions to reflect team changes.

2. Leverage Onboarding Tools

Atarim’s features streamline the onboarding process and ensure no steps are missed.

Why It’s Important: Structured onboarding checklists and automated workflows reduce manual overhead and improve consistency.

Instructions:

• Use the Forms Feature to create an onboarding checklist for new team members to complete.
• Set up workflows to notify team leads when new task is added.

Example Use Case: Create a form to collect contact details, preferred work hours, and skillsets from new hires, triggering automated workflows to alert managers.

Tip: Keep onboarding workflows simple and focused to avoid overwhelming new team members.

3. Start with Project and Folder Organization

Help new team members get oriented by organizing projects and workspaces effectively.

Why It’s Important: A well-organized structure helps new hires focus on specific tasks without unnecessary distractions.

Instructions:

• Create workspaces for different departments, clients, or brands. Note that creating additional workspace is premium feature and is only available on top premium plans.
• Group related projects within folders and assign team members to these folders for easy access.

Example Use Case: A marketing department might use separate folders for “Social Media Campaigns” and “SEO Projects,” allowing team members to locate relevant tasks easily.

Tip: Name folders or workspace in a way that it’s easy for team understand the purpose or type of project it has.

4. Training on Core Features

Start by familiarizing your team with Atarim’s most impactful tools.

Why It’s Important: A clear understanding of core features ensures that team members can start contributing effectively right away.

Instructions:

• Walk your team through Visual Collaboration Tools for task creation and feedback on websites or designs.
• Demonstrate how to use the Inbox and Boards for managing workflows and tracking task progress.
• Introduce Time Tracking for logging hours and generating reports.

Example Use Case: A design team uses visual collaboration tools to leave feedback directly on a website mockup, eliminating back-and-forth email chains.

Tip: Use real project examples during the training to make the sessions relatable and engaging.

5. Utilize the Chrome Extension

The Chrome extension allows seamless task management on the go.

Why It’s Important: The extension adds flexibility for remote or mobile team members.

Instructions:

• Guide team members through the installation of the Atarim Chrome extension.
• Show how to create tasks or leave comments directly from a web page.

Example Use Case: A project manager uses the extension to quickly log issues they notice while browsing the client’s website.

Tip: Pair the extension training with real-world scenarios to showcase its convenience.

6. Workflow Automations

Streamline processes and reduce repetitive work by setting up automations.

Why It’s Important: Automations help guide team members through standardized workflows, reducing the chance of errors.

Instructions:

• Use the Workflow Automation feature to automate repetitive tasks, such as status changes or notifications.
• Set triggers like “When a new task is created, assign it to the onboarding team.”

Example Use Case: Automatically assign tasks labeled “Urgent” to team leads for immediate attention.

Tip: Regularly review automation rules to ensure they align with your evolving processes.

7. Feedback and Communication

Effective communication ensures clarity and prevents misunderstandings during onboarding.

Why It’s Important: Streamlined communication keeps everyone on the same page and reduces response times.

Instructions:

• Use task comments to facilitate discussions directly within a task.
• Show team members how to use private comments for internal notes or discussions.

Example Use Case: A developer uses private comments to document debugging notes, ensuring the client only sees the final updates.

Tip: Set expectations for response times and comment etiquette during onboarding.

8. White-Labeling for Clients

For client-facing teams, maintaining a professional brand image is essential.

Why It’s Important: White labeling creates a seamless and polished experience for clients.

Instructions:

• Customize the Atarim interface by adding your company logo, colors, and branding elements.
• Personalize emails and notifications to reflect your agency’s style.

Example Use Case: Each workspace has their own white label setting hence an agency customizes the Atarim interface with their branding to ensure clients see a consistent and professional interface.

Tip: Review your branding elements regularly to ensure they remain up to date.

9. Interactive Onboarding Sessions

Hands-on training helps new team members understand Atarim’s tools in a practical environment.

Why It’s Important: Interactive sessions allow team members to experiment with features in a risk-free setup.

Instructions:

• Use a sandbox environment (via InstaWP or similar) to simulate real projects for training.
• Encourage team members to practice creating, assigning, and completing tasks during these sessions.

Example Use Case: A team lead creates a mock project where new hires practice using Atarim’s tools.

Tip: Schedule follow-up sessions to address any questions or challenges that arise post-training.

10. Reference Resources

Providing access to resources ensures team members can self-serve during onboarding.

Why It’s Important: Easy access to documentation reduces reliance on supervisors for basic queries.

Instructions:

• Share Atarim’s help documentation, guides, and recorded training sessions.
• Assign a point-of-contact for Atarim-related queries during onboarding.

Example Use Case: A team member consults a recorded training session to revisit the steps for creating workflow automations.

Tip: Include a quick-start guide in your onboarding folder for easy access.

FAQs