Introduction: What is TeamOhana?
TeamOhana is a single source of truth for your company's approved hiring plan. The benefits to hiring managers include:
A clear and optimized process for requesting new headcount
Automated updates on open roles via an integration with your company's ATS
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.
The Hiring Manager user role
By default, the Hiring Manager role in TeamOhana has the following permissions enabled:
Request new headcount
Manage assigned headcount (both current employees and approved headcount with the hiring manager as the Reporting Manager will be visible)
Manage reporting line (skip level direct reports, both employees or approved headcount, will be visible)
Access hiring tracker
Mark as 'ready to hire'
The attribute-based access control (ABAC) is by default set to "own department" and "all levels," but it will work hand in hand with permissions, so the Hiring Manager will still only be able to see their direct reports if the "manage assigned" permission is enabled. The admin of the account has the ability to update both the permissions and the ABAC for these users at any time.
Primary Hiring Manager workflows
The main responsibility of the hiring manager in TeamOhana is to submit requests for new headcount to promote the growth of their team. Below, you'll find best practice recommendations with links to step-by-step guides for the following workflows:
Activating hiring for your approved headcount
Requesting new headcount
Creating a backfill request
Requesting changes to approved headcount
Activating hiring for your approved headcount
All approved headcount for your team or department can be managed from your Hiring Plan. When it's time to begin recruiting for your headcount, you can mark it as 'ready to hire' by following the instructions in this guide.
When you mark a headcount as 'ready to hire' a notification is sent to the Talent leader, which is their signal to assign the headcount to a member of their team. The recruiter can then kick off the hiring process and align with you on job description, timelines, and success criteria.
Requesting new headcount
From the Home page page, you can both add a request for net new headcount, as well as see all of your pending and previously proposed requests.
Follow the instructions in this help center article to request new headcount.
Creating a backfill request
If you need to backfill one of your direct reports or a skip level report, you can create the request directly from their employee profile in TeamOhana. When you leverage this workflow, the current employee's information will autofill on the request drawer so that you don't need to find their compensation, reporting manager, or job level in your HRIS - TeamOhana will populate all of that information for you.
If you are creating a request as part of the terminations workflow, you can ensure that the process to backfill the departing employee can begin as soon as possible.
Learn how to create a backfill via the guide linked here.
Requesting changes to approved headcount
Your headcount may need changes to basic details after its been approved. To make any budget impacting changes, you will be required to submit the change for approval.
The benefit of this workflow is that any and all changes made to an already-approved headcount will be tracked on the "history" tab of the headcount. If unauthorized changes have occurred, all information around the updates (who made them, and when) is tracked.
Learn how to request changes to approved headcount in this guide.
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 Hiring Manager workflows: