🔑 Admin Only

Setting Up a New Team Member

When a new person joins your firm, their TidySlot calendar doesn't set up automatically — the admin assigns their slots. This guide covers the full onboarding workflow, from account creation to first-day readiness.

Slots don't assign themselves. A new team member can log in to TidySlot immediately after you create their account, but they will see an empty calendar until the admin assigns time slots to them via the Manage Time Slot menu. The empty state message they will see is: "No job scheduled kindly contact admin." Do this before their first working day.

Before you start

Before setting up a new team member in TidySlot, decide the following:

Which services will they own? — List the job categories this person will handle (e.g., GST data collection, bank reconciliation, payroll).
Which clients? — Will they handle all clients for their assigned services, or a specific subset? For the first few months, a partial load is often better.
Which days and times? — What does their recurring work schedule look like? Map this out before opening TidySlot.
Which sheets? — Do the job list sheets they'll use already exist? If not, build them first.

Step-by-step — Admin workflow

1

Create the team member's account
Go to the Team page in TidySlot. Click "Invite Member" or "Add Team Member." Enter their name, email address, and role (Team Member or Admin). They will receive a login invitation by email.
2

Go to Manage Time Slot
In the admin sidebar, click "Manage Time Slot." This is where all time slots are created and assigned. You will see the full list of existing slots and can filter by team member or category.
3

Assign existing slots to the new team member — or create new ones
Two scenarios:

If the slots already exist (e.g., you're replacing a team member or splitting workload): edit each relevant slot and change the assigned team member to the new person. The slot will now appear on their calendar from the next scheduled occurrence.

If you're creating new slots: click "Add Time Slot," fill in the job name, category, assigned team member (select the new person), days, time, job list URL, and how-to guide URL. Repeat for each job type.
4

Add them to relevant job list sheets
If the job list sheets are in Google Sheets or Google Drive, make sure you share them with the new team member's email address (View + Edit access). Without this, they can't open the linked URLs when their slots fire.
5

Verify their calendar before Day 1
On the Team Calendar, select the new team member from the filter. Check that their upcoming slots are visible, the dates are correct, and the job names make sense. Do this the day before they start.
6

Walk them through TidySlot on Day 1
Show them: (a) how to open My Calendar and navigate to Day view, (b) how to click the job list URL on a slot, (c) how to update a slot status (Done / Not Applicable / Issue), (d) where to find their how-to guide link on each slot. This takes under 10 minutes.

Day 1 readiness checklist

✅ Before the new team member's first day

Account created in TidySlot and invitation email sent
All relevant time slots assigned to them in Manage Time Slot
Job list sheets shared with their email (Google Drive / Sheets access)
How-to guides linked on each slot (so they can self-serve on Day 1)
Team Calendar checked — their slots are visible for the upcoming week
10-minute TidySlot walkthrough scheduled for Day 1

First-week timeline

Day 1 — First login and walkthrough

Show them My Calendar, how to open a slot URL, how to update status. Goal: they complete at least one slot independently by end of day.

Day 2–3 — Watch the Team Calendar

Check their slot statuses on Team Calendar each morning. Look for any overdue slots or Issue flags — these signal confusion or a setup problem.

Day 5 — Quick check-in

Ask: "Is your TidySlot calendar showing the right jobs? Are the URLs working? Anything missing?" Most teething issues surface in the first week — catch them early.

Week 2 — Independent operation

By Week 2, a team member should be running fully from their TidySlot calendar without guidance. If overdues are accumulating, revisit their slot setup or their understanding of the status system.

A note on TidySlot roles

TidySlot has two roles: Admin/Owner and Team Member. These are TidySlot roles — not your firm's hierarchy.

Admin/Owner — can create and edit time slots, view Team Calendar, manage team accounts, and access Org Settings. Typically the managing partner or office manager who controls the firm's TidySlot setup.
Team Member — can view their own My Calendar, update slot statuses, log hours, and access My Quick Links. Cannot create or edit time slots.

A CA firm partner can be set as a Team Member in TidySlot if they are only doing work (not managing the setup). Assign Admin only to the people who need to create and change slots.

Tip — Use the how-to guide link generously. For every job type you assign to a new team member, make sure the how-to guide URL is filled in on the slot. A new joiner who can open the slot, read the SOP, and start working independently reduces your onboarding time significantly.