TeamOps Admin Guide

This guide is for HR Administrators who manage TeamOps settings, leave policies, onboarding templates, and employee data. It covers everything from first-time setup to GDPR compliance.

1. First-Time Setup

What Auto-Initializes

When TeamOps is installed and opened for the first time, it automatically configures itself based on your Jira site's locale:

• Country detection -- Identifies your country from the installing user's Jira locale settings.
• Public holidays -- Pre-loads the current year's public holidays for your detected country.
• Default leave types -- Creates standard leave types: Annual Leave, Sick Leave, and Personal Leave with typical allocations for your country.
• Work week -- Sets the default work week (Monday through Friday for most countries).
• Onboarding templates -- Makes five built-in templates available: Engineering, Sales, General, HR, and Executive.

Setup Checklist

Even though TeamOps works out of the box, you should review these settings in your first session:

1. Verify your country and holidays -- Go to Settings and confirm the detected country is correct. Add or remove holidays as needed.
2. Review default leave types -- Check that the leave types and allocations match your company policy. Add, edit, or remove types as needed.
3. Set up the HR Admin group -- Add other HR team members so they also have full admin access.
4. Map departments -- Connect your company's departments to Jira users and groups so team availability and reporting work correctly.
5. Review onboarding templates -- Look at the built-in templates and customize them to match your onboarding process.
6. Configure notification preferences -- Decide which notifications should be active for your organization.

Accessing Admin Settings

1. Click Apps in the top navigation bar.
2. Select TeamOps HR Portal.
3. Click the Settings gear icon (visible only to HR Admins), or
4. Go to Jira Administration > Apps > TeamOps Settings for the dedicated admin page.

2. Managing the HR Admin Group

HR Admins have full access to all TeamOps features, including settings, all employee data, analytics, and GDPR tools.

Adding an HR Admin

1. Open TeamOps Settings.
2. Go to the Access & Roles section.
3. Under HR Admins, click Add Member.
4. Search for the Jira user by name or email.
5. Select the user and click Add.

Removing an HR Admin

1. Open TeamOps Settings > Access & Roles.
2. Find the user in the HR Admins list.
3. Click the Remove button next to their name.
4. Confirm the removal.

Important Notes

• At least one HR Admin must exist at all times. TeamOps will not allow you to remove the last HR Admin.
• The person who installs TeamOps is automatically added as the first HR Admin.
• HR Admin access is separate from Jira's built-in admin roles. A person can be a TeamOps HR Admin without being a Jira site administrator.

3. Configuring Leave Types

Leave types define the categories of leave your employees can request (e.g., Annual Leave, Sick Leave, Parental Leave).

Adding a New Leave Type

1. Open TeamOps Settings > Leave Types.
2. Click Add Leave Type.
3. Fill in the fields:

Field	Description	Required?
Name	Display name (e.g., "Parental Leave," "Bereavement Leave")	Yes
Default Allocation	Number of days per year granted to each employee by default	Yes
Description	Brief explanation shown to employees when they select this type	No
Requires Approval	Whether requests of this type need manager approval (most do)	Yes
Active	Whether this type is available for employees to select	Yes

Editing and Deleting Leave Types

Click the Edit (pencil) or Delete (trash) icon next to any leave type. Changes apply going forward -- existing approved requests are not affected. You cannot delete a leave type with active (Pending or Approved future) requests; deactivate it instead.

Setting Individual Allocations

The default allocation applies to all employees. For specific employees with different entitlements (e.g., senior staff with extra vacation days), go to the employee's profile in TeamOps, click Edit Allocations, override the allocation, and save.

4. Managing Holidays

Holidays are non-working days that are automatically excluded when calculating leave duration. They also appear on the Team Availability calendar.

Country Selection

Open TeamOps Settings > Holidays. The detected country is shown at the top. To change it, click Change Country and select from the dropdown. Public holidays for the selected country are loaded automatically.

Adding a Custom Holiday

1. Click Add Holiday.
2. Enter the Date and Name.
3. Click Save.

Use this for company-specific days off (e.g., "Company Founder's Day," "Office Closure Dec 24").

Multi-Location Support

If your company has offices in multiple countries, you can add holidays from multiple country calendars. Employees see holidays based on their assigned location (set in their employee profile or department mapping).

5. Setting the Work Week

The work week defines which days are considered working days. This affects how leave duration is calculated and how the Team Availability calendar displays.

1. Open TeamOps Settings > Work Week.
2. Toggle on/off each day of the week.
3. Click Save.

The default is Monday through Friday. Non-work days (e.g., weekends) are automatically excluded from leave calculations.

6. Department Mapping

Department mapping connects your organizational structure to Jira users, enabling department-based filtering and analytics.

Setting Up Departments

1. Open TeamOps Settings > Departments.
2. Click Add Department.
3. Enter the Department Name and click Save.

Assigning Users

Two options:

• Individual assignment: Go to a department, click Add Members, search for users, and add them.
• Map a Jira group: Go to a department, click Link Jira Group, and select an existing group. Members stay in sync automatically.

7. Onboarding Templates

Onboarding templates are pre-built checklists that define the tasks a new hire (and supporting teams) need to complete.

Built-In Templates

Template	Best For	Example Tasks
General	Any new hire	Complete tax forms, review employee handbook, set up email, office tour
Engineering	Developers and technical staff	Set up dev environment, code repository access, architecture walkthrough
Sales	Sales and business development	CRM access, product training, shadow calls, meet key accounts
HR	HR team members	HRIS system access, benefits training, policy review
Executive	Directors and above	Board introductions, strategy briefing, leadership team meetings

Creating a Custom Template

1. Open TeamOps Settings > Onboarding Templates.
2. Click Create Template.
3. Enter a name and description.
4. Add tasks organized by phase (Before Day 1, First Day, First Week, First Month, First 90 Days).
5. Each task has: Task Name, Description, Phase, Default Assignee Role, and Days Offset.
6. Click Save Template.

Changes to a template do not affect onboardings already in progress. You can also Duplicate an existing template and modify the copy.

8. Starting an Onboarding

1. Open TeamOps HR Portal > Onboarding tab.
2. Click Start New Onboarding.
3. Fill in details:

Field	Description	Required?
Employee	Search for and select the Jira user account for the new hire	Yes
Template	Select the onboarding template to use	Yes
Start Date	The employee's first day at the company	Yes
Department	The department the employee is joining	Yes
Manager	The employee's direct manager	Yes
Jira Project	Optionally link to a Jira project for task tracking	No

Click Start Onboarding. Tasks are created, assigned, and notifications sent to all assignees.

9. Monitoring Active Onboardings

Open TeamOps HR Portal > Onboarding tab to see all in-progress onboardings with progress bars, task counts, and overdue highlights.

Click any onboarding to see the full task list grouped by phase. For overdue tasks, reach out to the assignee or reassign the task.

When all tasks are completed, the onboarding is automatically marked as "Complete." You can also manually mark it complete if remaining tasks are no longer relevant.

10. Managing Leave Approvals

For Managers

1. Open TeamOps HR Portal > Leave Requests.
2. Click Pending Approvals to see waiting requests.
3. Review each request with the Team Availability calendar for scheduling conflicts.
4. Click Approve or Reject. If rejecting, add a comment explaining why.

For HR Admins

Use the All Requests view to see all leave requests across the organization. Filter by department, status, date range, or leave type. HR Admins can override a manager's decision if needed.

11. GDPR: Exporting and Deleting Employee Data

Exporting Employee Data

1. Open TeamOps Settings > GDPR & Privacy.
2. Click Export Employee Data.
3. Search for and select the employee.
4. Click Export.

The export includes employee profile, leave request history, leave balances, and onboarding records.

Deleting Employee Data

1. Open TeamOps Settings > GDPR & Privacy.
2. Click Delete Employee Data.
3. Search for and select the employee.
4. Type the employee's name to confirm.
5. Click Permanently Delete.

This action is irreversible. All profile data, leave requests, balances, and onboarding records are permanently removed.

Audit Trail

All data exports and deletions are logged in the GDPR audit trail with timestamps and the identity of who performed the action.

12. Analytics and Feedback

Open TeamOps Settings > Analytics to view:

• Leave type usage -- Which types are most and least used
• Average approval time -- How long managers take to respond
• Leave trends -- Monthly and quarterly usage patterns
• Onboarding completion rates -- On-time completion and bottleneck phases
• Department breakdown -- Leave and onboarding data by department
• Feature adoption -- Active users, requests submitted, onboardings started

13. General Settings

Notification Preferences

Control which notifications are sent at the organization level. Open TeamOps Settings > Notifications and toggle each event type on or off.

Leave Allocation Period

Choose between Calendar year, Fiscal year (set your start month), or Employee anniversary. Go to Settings > Leave Policies.

Locale Settings

Override auto-detected country and date format in Settings > General.

Quick Reference

What You Need	Where to Go
All TeamOps settings	Apps > TeamOps HR Portal > Settings gear
Add HR Admins	Settings > Access & Roles
Configure leave types	Settings > Leave Types
Manage holidays	Settings > Holidays
Set work week	Settings > Work Week
Map departments	Settings > Departments
Edit onboarding templates	Settings > Onboarding Templates
Start a new onboarding	TeamOps HR Portal > Onboarding > Start New Onboarding
View all leave requests	TeamOps HR Portal > Leave Requests > All Requests
Export/delete employee data	Settings > GDPR & Privacy
View analytics	Settings > Analytics
Notification settings	Settings > Notifications

Need Help?

• For technical issues or bugs: Contact TeamOps support through the Atlassian Marketplace listing.
• For Jira administration help: Consult your Jira site administrator.
• For feature requests: Submit feedback through TeamOps Settings > Feedback or the Marketplace listing.