TEam Onboarding

Welcome to the team! We’re so happy to have you with us. Please follow the steps listed below to get started.


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STEP 1: Tell us about yourself


STEP 2: Sign our agreement

Click on the first button to request an agreement from the team via email. Once you’ve signed it, use the second button to submit the signed form. Feel free to let us know if you have any questions!


STEP 3: Set up your HIYO email

If you’re part of our extended team, you can skip this step. Otherwise, this is the email you should be using for all things HIYO. Emailing clients, logging in to our apps (Asana/Zipbooks) etc.

  1. Sign in to Zoho with your firstname@hiyodesign.com (we’re on a first name basis here, if it doesn’t work try your nickname)

  2. Password: HIYOhiyo787. (the period "." is part of your password)

  3. Feel free to change your password and put a face to the name with a profile pic (pretty please!)

  4. Configure to your taste→ Phone Mail: click here, for Gmail: click here, for Outlook: click here, & general forwarding: click here.

  5. Set up your email signature matching the HIYO Design style. In Zoho, go to Settings > Signature, Copy/Paste from here, & change the info / links to yours (reach out if you need assistance with this!)


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STEP 4: Learn the ropes

Please triple-check you’re informed on our company values, expectations and T&C’s:


STEP 5: Legal stuff

Please fill out this W9 Form, we might have to use it for tax stuff, depending on total payments by the end of the year.

✔ You can sign it digitally with a PDF viewer or print it out, sign & scan.

Section 3: If you're newly a freelancer and unsure what to check, use the first box (Individual)


STEP 6: Almost done! Now for some video tutorials:

Team Portal

This is your go-to place for quick access to mockups, templates, guidelines, travel notices, expenses & more. You can easily access it on our Website navigation: Login > Team Portal (if you didn’t already, watch the video in Step 6 for an overview)

To access, log in with: HIYO123

Asana “Virtual Office”

Asana is the replacement to "come by my desk". It’s our virtual office and where we’ll be available every workday to chat about projects, events, and announcements.

Core Team: Please register with your @hiyodesign email.
Extended Team (no HIYO email): Request an invite.

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Zipbooks Time Tracker

We use Zipbooks to track our time. This is super important because it ensures we are all working efficiently and we’re billing our clients accurately.

How to log your time:

  • Start the timer when you start working.

  • Select the Project & Client from the dropdown, and add the Task as the description.

  • There's also a mobile app, but it’s buggy so we recommend using the desktop version until they roll out an update.

Dropbox “Cloud Storage”

We use Dropbox as our “cloud storage” to keep all our clients’ files safe and accessible from anywhere in the world. Please make sure to always provide all your latest files (including working files) so we can keep everything up-to-date.

File Nomenclature:
CLI_Project-Name_R1V1

Broken down, this means:
Client code, Project name, Round, Version (there are some cases that vary slightly, ask if you have questions!)

Example for the client “Wanderlust” and let’s say the project is called “2019 Winter Digital Banners”:
WAN_2019-Winter-Digital-Banners_R1V1

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