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Manager Onboarding

Welcome to Olympus Cloud. This guide walks you through your first day as a manager, from logging in to publishing your first schedule and running your first report.

Your First Day Checklist​

Complete these steps in order to get fully set up:

StepTimeDescription
1. Log in and set up your profile5 minutesSecure your account and configure preferences
2. Explore the manager dashboard5 minutesUnderstand your home base
3. Set up your team10 minutesVerify your employees and departments
4. Create your first schedule15 minutesBuild and publish a weekly schedule
5. Configure approval workflows5 minutesSet up how time-off and swap requests are handled
6. Run your first report5 minutesGenerate a basic team report

Total estimated time: 45 minutes

Step 1: Log In and Set Up Your Profile​

First Login​

  1. Check your email for an invitation from noreply@olympuscloud.ai
  2. Click Accept Invitation
  3. Create a strong password (minimum 8 characters, one number, one special character)
  4. Log in at app.olympuscloud.ai

Configure Your Profile​

  1. Click your profile icon (top right)
  2. Select Edit Profile
  3. Complete these fields:
    • Profile photo -- helps your team recognize you
    • Phone number -- for urgent notifications
    • Notification preferences:
      • Enable push notifications for shift swap requests
      • Enable push notifications for time-off requests
      • Enable email for daily schedule summaries
  4. Click Save

Set Up Two-Factor Authentication​

Security Best Practice

As a manager, you have access to sensitive employee data and scheduling controls. Enable two-factor authentication immediately to protect your account.

  1. Go to Profile > Security
  2. Click Enable 2FA
  3. Scan the QR code with your authenticator app (Google Authenticator, Authy, or similar)
  4. Enter the 6-digit code to confirm
  5. Save your backup codes in a secure location

Step 2: Explore the Manager Dashboard​

After logging in, you land on the manager dashboard. Familiarize yourself with these sections.

Dashboard Layout​

SectionWhat It ShowsWhere to Find It
Today's SummaryEmployees working, scheduled hours, pending requestsTop of dashboard
Who's Working NowReal-time list of clocked-in employeesLeft panel
Schedule PreviewToday's and tomorrow's shiftsCenter panel
Pending ApprovalsTime-off requests and shift swaps awaiting your actionRight panel or notification badge
Quick ActionsCommon tasks (create schedule, add employee, run report)Bottom toolbar
Menu ItemWhat It Does
DashboardOverview and quick actions
ScheduleView, create, and manage schedules
Time ClockReview clock-ins, approve timesheets
TeamManage employees, departments, roles
MessagesTeam chat and announcements
ReportsRun and view reports
SettingsConfigure your management preferences

Step 3: Set Up Your Team​

Verify Your Team Roster​

  1. Go to Team > All Employees
  2. Review the list of employees assigned to you
  3. Verify each employee has:
    • Correct name and contact information
    • Correct department assignment
    • Correct position/role
    • Active employment status
Employee Data Source

Your admin may have imported employees from an HR system or added them manually. If you notice missing or incorrect employees, contact your admin. Managers can typically edit department assignments and positions but not add or remove employees.

Create or Verify Departments​

Departments organize your team into functional groups for scheduling.

  1. Go to Team > Departments
  2. Verify your departments exist (e.g., Kitchen, Front of House, Bar)
  3. If departments need to be created, ask your admin or:
    • Click Add Department (if you have permission)
    • Enter the department name
    • Set minimum and maximum staffing levels (optional)
    • Assign employees to the department
  4. Click Save

Set Employee Positions​

Positions define what roles an employee can fill on the schedule.

  1. Go to Team > All Employees
  2. Click on an employee
  3. Under Position, verify or update their role
  4. If an employee can fill multiple positions, add secondary positions
  5. Save changes

Step 4: Create Your First Schedule​

Building a Weekly Schedule​

  1. Go to Schedule > Create Schedule
  2. Select the week you want to schedule
  3. Select the department(s) to schedule

Adding Shifts​

For each day, add the shifts you need:

  1. Click on a day column to add a shift
  2. Configure the shift:
    • Start time: When the shift begins
    • End time: When the shift ends
    • Position: What role this shift needs
    • Department: Which department (auto-filled if you selected one)
    • Break: Add meal and rest breaks
  3. Click Save Shift
  4. Repeat for all shifts needed that day

Assigning Employees​

Once shifts are created, assign employees:

  1. Click on an unassigned shift
  2. View the list of available employees
  3. The system shows:
    • Employees qualified for the position
    • Employees who are available (based on their availability settings)
    • Any conflicts (already scheduled, time-off approved)
  4. Click an employee to assign them
  5. Repeat for all shifts
Use Auto-Assign

For faster scheduling, click Auto-Assign at the top of the schedule. The system assigns employees based on availability, qualifications, preferred hours, and fairness rules. Review the auto-assignments and make adjustments as needed.

Publishing the Schedule​

Once all shifts are assigned:

  1. Review the complete schedule for gaps or conflicts
  2. Click Publish Schedule
  3. Choose notification options:
    • Notify all employees: Everyone sees the new schedule immediately
    • Notify only changed employees: Only employees with new or modified shifts
  4. Click Confirm and Publish

All affected employees receive a push notification and can view their shifts in the app immediately.

Schedule Tips for New Managers​

TipWhy It Matters
Publish schedules at least 1 week in advanceGives employees time to plan and reduces last-minute swaps
Use templates for recurring schedulesSaves time each week
Check availability before assigningReduces swap requests and no-shows
Balance hours fairly among employeesImproves morale and retention
Leave a few open shifts for flexibilityAllows for shift pickups without overscheduling

Step 5: Configure Approval Workflows​

Set up how employee requests are handled.

Time-Off Request Approvals​

  1. Go to Settings > Approvals > Time Off
  2. Configure your preferences:
    • Auto-approve: Automatically approve requests if coverage is met
    • Manager approval: All requests require your review (recommended to start)
    • Lead time requirement: Minimum days in advance for requests (e.g., 7 days)
  3. Set blackout dates if applicable (holidays, peak periods)
  4. Save settings

Shift Swap Approvals​

  1. Go to Settings > Approvals > Shift Swaps
  2. Configure your preferences:
    • Auto-approve: Allow if both employees are qualified
    • Manager approval: Review each swap request
    • Restrict to same position: Only allow swaps between employees with the same role
  3. Save settings

Timesheet Approvals​

  1. Go to Settings > Approvals > Timesheets
  2. Configure your preferences:
    • Approval deadline: When timesheets must be approved by (e.g., Monday at noon)
    • Auto-approve threshold: Automatically approve timesheets within a set variance of the schedule (e.g., within 5 minutes)
    • Flag overtime: Highlight timesheets with overtime for manual review
  3. Save settings

Handling Your First Approvals​

When requests come in, you will see a notification badge on the dashboard:

  1. Click the Pending Approvals section
  2. Review the request details
  3. Check for scheduling conflicts or policy violations
  4. Click Approve or Deny
  5. Add a comment (required for denials, optional for approvals)

Step 6: Run Your First Report​

Generating a Team Summary Report​

  1. Go to Reports > Standard Reports
  2. Select Team Summary
  3. Set the date range (e.g., last 7 days or current pay period)
  4. Select your department(s)
  5. Click Generate Report

Understanding the Report​

SectionWhat It Shows
HeadcountTotal active employees in the period
Hours ScheduledTotal hours on the published schedule
Hours WorkedActual clock-in hours
Schedule AdherencePercentage of scheduled hours actually worked
Overtime HoursHours beyond the standard work week
Time-Off TakenPTO, sick, and other leave hours

Saving and Sharing Reports​

  1. Click Save Report to access it later from Reports > Saved
  2. Click Export to download as PDF, CSV, or Excel
  3. Click Share to email the report to other managers or your admin

What to Do Next​

Now that you have completed the basics, explore these features:

FeatureGuideWhen to Use
Advanced schedulingScheduling GuideWeekly scheduling
Team communicationTeam Chat GuideDaily operations
Custom reportsCustom ReportsMonthly reviews
Cost optimizationCost OptimizationQuarterly planning
Manager features deep diveManager FeaturesOngoing reference

Common First-Week Questions​

"How do I see requests from my team?"​

Check the Pending Approvals section on your dashboard, or go to Schedule > Requests. You also receive push notifications when new requests are submitted.

"Can I undo a published schedule?"​

You can edit a published schedule at any time. Changes are sent as notifications to affected employees. You cannot fully unpublish a schedule, but you can delete individual shifts.

"How do I handle a no-show?"​

  1. Note the missed shift in the time clock records
  2. Contact the employee
  3. If needed, assign coverage from available employees or post the shift as open
  4. Follow your organization's attendance policy

"How do I add a new employee?"​

Contact your admin to add the employee to the system. Once added, you can assign them to your department and begin scheduling them.

"What if I need help?"​

  • In-app help: Click the ? icon anywhere in the app
  • Support chat: Available during business hours
  • Email: support@olympuscloud.ai
  • This guide: Bookmark it for quick reference
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