TEam Onboarding

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


STEP 1: tell us about yourself

STEp 2: Set up your HIYO Email

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 (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. If you don't want to use zoho, and prefer getting emails to your gmail or personal email, let Ceci know and she will hook you up.

  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!)


step 3: Learn The Ropes

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

STEP 4: 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 5: Process Overview

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Step 6: Our Tools

Now that you’ve familiarized yourself a bit with our process, you should be ready to dive in! Here are some helpful links for getting started with our tools:



This is your go-to place for quick access to mockups, templates, guidelines, travel notices, expenses & more. Log in easily via our Website. “Login” (top right of the main navigation / second to last nav item on mobile)

To access, log in with: HIYOhiyo787

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.

Sign in with your HIYO email

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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:

Broken down, this means:
Client code, Project name, 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”:

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, pause it if you take a break.

  • Select the Client and add a quick description of the task you are working on. No need to add anything under the "Project" tab, unless you're specifically asked to do so.

  • There's also a handy Chrome extension and a mobile app if you prefer logging that way. (they can be a bit buggy though)