Member onboarding bundle

A reading guide for people who join an Onplana organization that someone else already set up, which is most people. Your admin has done the configuration and your project managers have built the projects, so this bundle is not about setup. It is about finding the work that is yours, keeping it up to date, and talking about it where your team will see it. Seven articles, in the order you will need them.

Estimated reading time: 45 minutes, spread across your first few days.

Note

Started a brand-new organization yourself? Read the Admin first-week checklist instead. Running projects for your team? The PM onboarding bundle is written for you.

Day 1: get in and find your work

1. Join a workspace by invitation, the invitee’s side of the invitation email. It explains why the email address is locked to the one you were invited at, and what to do if signing up first left you with a second, empty workspace. Read it before you click the link if you can; it saves you that extra workspace.

2. Work from My Work, the page most members open first every day. My Work is the first item in the sidebar, and it collects the tasks assigned to you, the issues you own, the places you were @mentioned, and anything overdue, across every project you are on. The five-minute morning triage at the end of the article is the habit worth keeping.

Day 2: find your way around a project

3. Navigate a project. Every project opens on a row of tabs under its header, with the views inside each tab (List, Gantt, Board, Grid and Calendar under Tasks) in a switcher below. Ten minutes here saves you hunting for the same tab every morning.

4. Work with tasks, the five statuses, four priorities, the fields on a task, and subtasks. Of everything in this bundle, keeping your own task statuses honest matters most: finished tasks drive the project’s progress, and the people you report to read that progress literally.

Day 3: talk about the work

5. Comment on tasks and mention teammates. Keep discussion on the task it is about rather than in a side channel, so the next person to open the task finds it. Type @ and a name to pull a teammate in. When an AI agent is working on a task, a separate Agent thread keeps that conversation apart from the team’s.

6. Manage notification preferences. Once you have seen a few days of notifications, open Settings, go to the Notifications tab, and choose which events reach you by email. The in-app bell shows everything either way.

Day 4: log your time, if your team does

7. Log and submit timesheets. If your organization tracks time, log your hours against the tasks you worked on, then submit the week so someone can approve it. An entry you never submit stays a draft, and nobody reviews a draft. Timesheets are on Pro and above; if Timesheet is not in your sidebar, skip this step.

When you need more

• A link opens on something you cannot see. Send a request from the page it lands on, with a note, and the people who manage it decide. See Request access.
• You have an idea but no task for it yet. Capture it as an idea. It stays private to you until you share it, and it never shows up in My Work or your reminders. See Capture and route ideas.
• You want your tasks without opening the full app. The Onplana Tasks companions show the work assigned to you and let you add and complete tasks from your browser toolbar, your desktop, or your phone. Start with the browser extension, or install it for Windows, Mac, iPhone, or Android.
• You want to get around faster. Search, the command palette, and the keyboard shortcuts are all in Search and keyboard shortcuts.

FAQs

Do I need to read these in order? Read days 1 and 2 first, because the later articles assume you know where My Work is and how a project is laid out. Steps 5 to 7 can go in any order.

Can I create my own projects? Usually, yes. By default Members can create projects, and a project you create is owned by you. Your organization can turn that off in its permissions, so if you cannot find a way to create one, ask an admin. See Create your first project.

I joined as a Guest. Does this apply to me? Mostly. A Guest sees only the projects they were added to, so My Work and the project steps cover less ground, and what you can change inside a project depends on the role you were given there. See Understand roles and permissions.

I belong to more than one organization. Do I read this again? No. Each organization’s projects and My Work are separate, so you see one organization at a time. Switch between them from the organization switcher in the sidebar.