First Time Setup
Prerequisite Information
To ensure your setup goes smoothly, we have prepared a list of details you should gather before beginning. You can always change these later if you don't have them, but certain functions may not work without completing these setup steps.
List of Information to Gather in Advance
Integrations
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For Task Management:
- Jira: A login account and password for Jira with administrator permissions to make changes to tasks, projects, and task owners. We recommend creating an EmployPlan user account in Jira with these rights, so the integration isn’t tied to an individual who may leave the company.
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For Time Management:
- Clockify: An account with permission to manage Clockify. We will help you create the API key needed to enable this integration. This should also be set up as an EmployPlan user account for stability.
Institutional Setup
- Your company’s public LinkedIn page address
- A payment method for EmployPlan.com user charges (monthly)
Onboarding to EmployPlan
Creating your first EmployPlan instance should take about 20-30 minutes for a moderately sized services company. Most of the onboarding time is spent on automated ingestion of your existing time and task data, which occurs in the background. Once you start the setup, you can walk away and you’ll receive a notification when the data ingestion is complete and setup can be finalized.
The onboarding process has 5 steps:
1. Setting Up the Institution
In this step, you will go through several screens designed to gather basic information about your company, such as name, address, and primary contact details. This information is used for generating invoices, reporting, and notifications.
2. Setting Up Integrations
Here, you will connect EmployPlan to your task and time management systems (Jira, Clockify). The setup process involves entering your credentials and authorizing EmployPlan to access these systems.
3. Importing Data
EmployPlan will import your existing data from the connected systems to build experience profiles for identified users. This process runs in the background, and you will be notified via email when it is complete.
4. Setting Up Billing Information
Setting up your billing account for EmployPlan is straightforward. We use Stripe as a payment processor and allow customers to self-service up to 500 users on a credit card basis. Our business model allows you to begin using the platform and pay nothing until the end of the month. We notify you seven days before the billing period is processed, and you may cancel your subscription anytime prior to 24 hours before the billing event to avoid charges.
EmployPlan’s policy is true for any month you use it on a credit card basis. You can cancel anytime during the month and will not be billed for that month. Beyond 500 users, we offer an invoice-based model with net-30 payment terms, allowing cancellation at any time under our standard contract. Non-standard contracts may contain different terms; contact us if you need something different.
5. Correcting Missing Data as Needed
The final step in the onboarding process is to correct any data that was missing from the integration, such as the external billing rate for a given resource or their profession. In this step, we present a list of actions to complete to fully onboard all users for things like billing rates and job levels. The process of validating and updating employee skill and experience profiles is automatically distributed to the users on an individual basis, with reporting to the platform admin.