Introduction: What is TeamOhana?
TeamOhana is an integrated headcount management solution and a single source of truth for hiring.
With collaboration and communication built directly into the tool, you can run a more streamlined process and eliminate the noise that inherently exists when working out of multiple tools and spreadsheets for org planning.
The HR user role
The HR user's primary responsibility in TeamOhana is to manage the processes and workflows pertaining to current employees and the HRIS in TeamOhana.
By default, the HR user's role in TeamOhana has the following permissions enabled:
Request new headcount
Edit headcount without change request
Push target start date without change request
Manage all headcount
Manage headcount compensation
View employee compensation
Access Hiring Tracker
Mark role as 'ready to hire'
View job details
Create job in ATS
Access Dashboard
Access headcount ledger
Access org chart
Update reporting manager
Initiate internal transfer
The attribute-based access control (ABAC) for this role grants access to employees and headcount at every level across the company (regardless of division or department). The admin of the account has the ability to update both the permissions and the ABAC for this role at any time.
Primary HR user workflows
HR users may find that there are fewer HR-specific workflows in TeamOhana, but it can be used to gather data and collect information about the organization that they're not able to access elsewhere.
Below, you'll find an overview of the following processes:
Org design using the org chart
Viewing approved headcount
Viewing future starts and new hires
Claiming unclaimed hires
Initiating a future termination
Org design using the org chart
TeamOhana has a dynamic org chart with features that enable you to slice and dice data to enable org design and provide organizational insights.
Click on the Org Chart module from the main menu
Flip the view from My Org to Full Org at the top of the page
Leverage the different View, Visualize and Highlight features to zoom in on the specific data that you're looking for
Check out our help center article detailing how to leverage the View, Visualize and Highlight features here.
Viewing approved headcount
All approved Headcount for your team or department can be viewed from the Hiring Plan.
Click on Hiring Plan > Hiring Tracker, then filter and group the Hiring Tracker to create a useful view. The Hiring Tracker is where you’ll track all hiring activity for the company.
From the Hiring Tracker, you can either search for a Headcount using any of the headcount details, or sort by Target start date, Hiring status, Reporting manager or Location. See a description of all hiring plan fields here.
If you need to see which roles have offers out to plan for new hires, click the "Offer sent" filter in the Hiring Summary tile.
Viewing future starts and new hires
Because of the integration with your ATS and HRIS, TeamOhana will flag future/pending starts before they are added to the HRIS. This is useful if your HR team is responsible for onboarding new employees and needs to prepare for a new class.
Click on Hiring Plan > Hiring Tracker from the main menu
Above the table containing all approved headcount, there is a filter called "Future Starts." Clicking the filter will update the table to show all pending starts and remove all other headcount.
The table will show the actual start date of the new hire, and if you click into the headcount and navigate to the Hiring Details tab, you'll be able to review the details of the offer made from the ATS.
Claiming unclaimed hires
If a new hire is added to your HRIS without first being linked as a candidate to an open headcount, TeamOhana will flag that new hire as an 'unclaimed' employee on your headcount ledger. They should be claimed to keep your forecast and hiring plan up to date.
Click into the Headcount tab from the main menu
Above the table of employees, next to the "Current" tab, there is a tab called "Unclaimed." Click the tab to view the unclaimed employees
For each unclaimed employee, use the "Link Headcount" dropdown menu to match them to the headcount that they were hired against. Once the headcount is selected, click Save. Note that the employee is no longer unclaimed, and the headcount will be removed from the hiring plan.
If the employee was hired outside of TeamOhana (eg for a confidential role, or for a role filled by an agency) click the three dots next to the "Save" button. Confirm that the employee was hired outside of TeamOhana, and the employee will no longer be unclaimed.
This support article contains more information about claiming unclaimed employees.
Initiating a future termination
Initiating a termination in TeamOhana ensures that every second leading up to an employee's departure is optimized, and if necessary, a backfill is created and approved in a timely manner.
Locate the employee who will be terminating, either on the headcount ledger or from the org chart
Click their name to open their employee profile, a drawer on the right side of the screen
On the employee profile, under “actions” click “more” and then “initiation termination”
Complete the fields on the termination form, adding in a justification if necessary. If you are going to create a backfill for the terminating employee, make sure the backfill toggle is on (it’s enabled by default)
Click “Submit” and then create the backfill if necessary
The termination request will be sent to a set of approvers who will acknowledge and approve it. Once all approvers have reviewed the request, it will be visible in the Employee Actions tab on the headcount ledger
When the termination has been added to the HRIS, the termination initiated in TeamOhana will be auto-reconciled
Notifications
You will receive notifications from TeamOhana via email, as well as via Slack if you've installed the integration. Email notifications by role can be found here, and Slack notifications by role can be found here.
Workflow Videos
Check out the short videos linked below for help with some of the most common HR workflows: