How to Get Started with Play @ Work

Welcome to Play @ Work! This guide will walk you through setting up your account, adding team members, and customizing your settings to get the most out of the platform.

Step 1: Creating Your Account

If you haven’t created your account yet, follow these steps:

1. Select the number of users you need.
   
   Choose your plan:
• All plans come with a 14-day free trial.
  
  
2. Set your points distribution period:
   
   
• This defines how points will be allocated within your organization.
  
  
3. Agree to the terms and conditions.
   
   
4. Click “Create Account” to complete the setup.

Your account is now ready for use!

Step 2: Onboarding tasks

Onboarding tasks play a critical role in ensuring a smooth and successful integration into Play @ Work. Completing these tasks helps new users familiarize themselves with the platform, understand workflows, and maximize efficiency. This guide explains the importance of onboarding tasks and their impact on both individual and team success.

Why Onboarding Tasks Matter

1. Faster Adaptation

   • Onboarding tasks help users quickly learn the key features and functionalities of the system.

   • Completing them ensures a seamless transition into their role.

2. Increased Productivity

   • Understanding the platform early on allows users to be more productive from day one.

   • Reduces time spent asking for guidance or troubleshooting basic functions.

3. Alignment with Company Goals

   • Tasks ensure that users follow standardized processes and workflows.

   • Helps align team members with company expectations and objectives.

4. Avoiding Delays and Errors

   • Skipping onboarding tasks can lead to miscommunication and workflow disruptions.

   • Ensures that users correctly configure their accounts and tools.

 

Key Onboarding Tasks to Complete

1. Account Setup

   • Profile completion

   • Notification preferences

   • Security settings

2. Platform Training

   • Understanding dashboard navigation

   • Learning project and task management tools

   • Exploring reporting and analytics features

3. Role-Specific Tasks

   • Accessing role-based resources

   • Completing required documentation

   • Setting up collaboration tools

4. First Task Completion

   • Practicing system workflows by completing a sample task

   • Submitting an initial report or project

Step 3: Adding Team Members

Once your account is created, the next step is to add your team members.

1. Navigate to the “Team Members” tab.
   
   
2. Click the “Add” button at the top of the page.
   
   
3. Enter the user’s information, including their name, email, and assigned role.
   
   
4. Assign roles to your team members:
• Finance Manager: Can create points and allocate them to project managers.
• Project Manager: Receives point budgets and allocates them to projects and staff.
• Staff Account: Executes tasks and projects, earning points upon project approval.

Play @ Work comes with pre-defined roles, but you can customize or create new roles to fit your needs.

5. Assign an hourly rate to each user.
You can assign an hourly cost to each team member. This cost will be automatically factored into any project they're assigned to, allowing you to accurately track and estimate time-related expenses in your project cost breakdowns.

 

Step 4: Modifying or Creating Custom Roles

You can modify existing roles or create custom roles to tailor permissions and access levels.

1. Go to the “Settings” tab.
2. Select “User Roles” under General Settings.
3. To modify a role:
• Click the pencil icon next to the role.
• Adjust permissions and access as needed.
  
  
4. To create a new role:
• Click the “+ Add Role” button.
• Define the role’s permissions and access levels.
5. Save your changes.
   
   
   

 

Step 5: Adding Your Company’s Branding

Personalize your Play @ Work account by adding your company logo.

1. Go to “Settings” and select “Company Logo.”
2. Upload your logos:
• Large logo.
• Small logo or icon.
3. Save your changes.

Your logo will now appear throughout your account for a branded experience.

 

 

Step 6: Setting Your Currency

Align your points system with your company’s currency for simplicity.

1. Navigate to the currency settings.
2. Select your currency code.
3. Save your changes.

We recommend matching the value of points to your currency for consistency.



Need Help?

For additional guidance, explore our Knowledge Base or reach out to our support team. You can also watch our training videos for step-by-step instructions on specific features.

Thank you for choosing Play @ Work. We’re here to help you succeed!

Staff, Project Manager, and Finance Manager Actions in Play @ Work

Play @ Work provides distinct roles and responsibilities for Staff, Project Managers, and Finance Managers to streamline workflow, improve productivity, and enhance collaboration. Below, we’ll break down the actions and permissions associated with each role.

Staff Actions

Staff members, also known as executors, are responsible for completing tasks and contributing to projects. Here are the key actions available to staff:

1. Task Management:
• View assigned tasks and upcoming deadlines in the notifications menu.
• Record time on tasks manually or by using the task timer.
• Start and stop timers directly from task details to track time accurately.
2. Task Progress Updates:
• Mark tasks as completed after finishing the work.
• Set personal reminders for tasks to stay organized.
• Select milestone phases for tasks to align with project goals.
3. Point Tracking:
• View earned points in the wallet after task approval by the Project Manager.
• Redeem points once they meet the minimum threshold (e.g., 100 points).
  
  

Project Manager Actions

Project Managers oversee tasks and projects, ensuring quality and timely completion. They bridge the gap between staff and administrative roles. Here’s what they can do:

1. Task Validation:
• Receive notifications for tasks submitted by staff for approval.
• Approve or disapprove tasks based on quality and requirements.
• Provide feedback for disapproved tasks, prompting staff to rework as necessary.
2. Point Approval:
• Validate point allocations for completed tasks.
• Ensure staff points are only added to their wallets after task approval.
3. Project Oversight:
• Assign tasks to staff and monitor progress.
• Manually update project status to reflect overall progress.

Finance Manager Actions

Finance Managers handle financial tasks, including point redemptions and payout approvals. Here’s what they can do:

1. Point Conversion:
• Approve or disapprove point conversions requested by staff.
• Add descriptions and specify payout dates for point redemptions.
• Define payment methods for bonuses, ensuring transparency.
2. Point History Management:
• Track point withdrawals from staff wallets.
• Review and maintain the Redeem Points History for accountability.
3. Oversight and Reporting:
• Manage financial aspects of projects, including estimated costs and budgets.
• Ensure points are appropriately allocated and aligned with organizational policies.
  
  

Summary

Play @ Work’s role-specific actions for Staff, Project Managers, and Finance Managers ensure that tasks, points, and collaboration are handled effectively. By clearly defining these responsibilities, the platform helps organizations achieve their goals while fostering teamwork and accountability.

For more detailed guidance, check out our additional Knowledge Base articles or reach out to our support team.

Tracking Project Time Costs with Hourly Rates

In Play at Work, each user can have an hourly cost assigned to their profile, set by an Admin. This rate represents the cost of their time and is automatically factored into any project they are part of.

How It Works

When team members are added to a project, Play at Work calculates the average hourly cost based on the hourly rates of all assigned users. For example:

• Staff Member 1: 30X/hour

• Staff Member 2: 35X/hour

• Staff Member 3: $30/hour

• Project Manager: $35/hour
  
  Avg hourly Staff Cost : $32.50
  
  

This average hourly cost is then used to calculate the financial investment in real time.

As team members log time on their assigned tasks, Play at Work multiplies the logged hours by the average hourly rate.

This allows you to:

• Monitor real-time project labor costs

• Understand how much time and money is being invested

• Instantly see if you're profitable or losing money on a project

This feature gives you immediate insight into project costs and helps you make smarter decisions based on time and resource allocation.

Creating and Managing Points in Play @ Work

Points in Play @ Work are designed to motivate employees, reward achievements, and drive performance. Administrators and Finance Managers oversee point allocation, ensuring fair and strategic distribution. This guide covers how to create, assign, manage, and redeem points effectively.

Step 1: Creating Points

Administrators or Finance Managers can create points to set budgets for projects and tasks.

How to Create Points:

1. Navigate to the Points Module:

   • Log in as an Administrator or Finance Manager.

   • Go to the "Company Points" section in the menu.
     
     

2. Create a Point Budget:

   • Click on "Points."

   • Add the total number of points allocated for a project or global budget.
     
     

3. Set Point Values:

   • The value of points is equal to the currency selected in your account settings.

Step 2: Assigning Points to Project Managers

Once points are created, they can be allocated to Project Managers for specific projects.

How to Assign Points:

1. Select a Project Manager:

   • Go to the "Assigned to" section to locate the points allocated to the Project Manager. The Project Manager can then redistribute these points among their team members across the projects they manage.
     
     
     
     
     
     

     We recommend establishing an internal rule that grants Project Managers a fixed percentage of points from each project they oversee. This promotes fair and transparent distribution of contributions and rewards. 

Step 3 : Allocate Points to Projects:

• The Project Manager assigns points to specific projects and contributors.
  
  
  
  
  

Step 4: Managing Points Based on Project Completion

Points and bonuses are only awarded once the project is marked as completed.

How Points Are Finalized:

1. Project Completion Approval:

   • Once a project reaches "Completed" status, points move from the Upcoming Points section to the Pending Approval section.
     
     

   • The Project Manager reviews project performance and determines how points will be distributed.

2. Adjusting Point Distribution:

   • The Project Manager can decide if the users merit 100% of the point budget or a reduced amount.

   • If a team member underperforms, their share of points can be reduced or removed directly from the project points section. Simply click the edit icon and adjust the point allocation accordingly.
     
     

   • If the project's final profit is lower than expected, the Project Manager can allocate only a percentage of the points (e.g., 50%).
     
     

Step 5: Redeeming Points

Once points are approved and transferred to a user’s wallet, employees can redeem them for rewards.

How to Redeem Points:

1. Access the Redeem Points Section:

   • Users navigate to the "Wallet" section to check their available points.

   • Click on "Redeem Points" to start the process.
     
     

2. Redemption:

   • The minimum redeemable amount is 100 points.

3. Approval Process:

   • The Administrator or Finance Manager reviews and approves the request.
     
     
     
     

4. Finalizing the Redemption:

   • Once approved, the redeemed points are deducted from the user's wallet. For example, if a user redeems 500 points and has exactly 500 points in their wallet, their available balance will be 0 points.

   • Users receive a notification when the status of their redemption request is updated by the admin.

   • All approved redemption transactions are recorded in the Point History for reference.
     
     

Step 6: Monitoring and Adjusting Points

Administrators and Finance Managers must track point distribution and make real-time adjustments.

How to Monitor Points:

1. View Point Usage Reports:

   • Access the "Points History" section in the Company Points module.

   • Review how points are being allocated, pending, or adjusted.

2. Modify Point Allocations:

   • If additional points are required, navigate to the "Points Management" section.

   • Adjust the point budget before final approval or add post-project bonuses by modifying the points per user in the Project Editing section within the project.
     
     
     
     

Best Practices for Point Management

1. Strategic Budgeting:

   • Allocate realistic point budgets based on project profitability and expected success.

2. Performance-Based Rewards:

   • Use the final review process to ensure points reflect each contributor’s effort and impact.

3. Transparency & Communication:

   • Keep teams informed about how points are awarded, adjusted, and redeemed.

     Need Help?

     For additional guidance, explore our Knowledge Base or reach out to our support team. You can also watch our training videos for step-by-step instructions on specific features.

     Thank you for choosing Play @ Work. We’re here to help you succeed!

Welcome to Play @ Work! This guide will walk you through managing customers, creating projects, assigning tasks, and handling point attribution. Follow these steps to streamline your organization’s workflow.

Creating Customers

1. Add a New Customer:
• Navigate to the Customers tab and click the + Add Customer button.
• Fill out the customer profile, including their name, contact information, and any additional details.
• Add supporting content such as text, photos, or videos to provide a comprehensive reference.
  
  
  
  
2. Filter Clients:
• Access the filter feature in the Customers tab.
  Select criteria such as tags, location, or account status to refine your search.
  View instant results based on the selected filters.
  
  
  
  
3. Add Customer Address:
• Include the customer’s address for accurate records and task or project alignment.
  
  
  
  
4. Collaboration Options:
• Grant customers access to specific projects and tasks for collaboration and approvals.
  
  

Importing and Exporting Customer Profiles

1. Importing Customers:
• Download the import template from the platform.
• Ensure your customer data matches the required format (CSV or Excel).
• Upload the file, and validate the data before finalizing the import.
  
  
  
  
  
2. Exporting Customers:
• Navigate to the Customers tab and select the export option.
• Choose XLSX (Excel) format to download customer data and activity reports.
  
  

Creating Projects

1. Add a New Project:
• Go to the Projects tab or create a project directly from a customer profile.
• Enter the project name, start date, and deadline.
• Add a detailed description, including text and content for context.
  
  
2. Assigning Project Managers and Users:
• Assign project managers to oversee progress.
• Allocate specific users responsible for completing tasks within the project.
  
  
3. Define Project Point Budget:
• Assign points to the project as its budget.
• Points are distributed to tasks and team members based on roles and responsibilities.
• Project managers may receive a percentage of the point budget for oversight.
  
  
4. Billing and Progress:
• Enter project billing rates, estimated hours, and costs.
• For automated billing, subscribe to additional modules like quotations, contracts, and expenses.
  
  
  

Creating Tasks

1. Add a New Task:
• Select the project and click the + Add Task button.
• Enter a task title, priority level, and assigned user.
  
  
2. Task Details:
• Include a description, target completion date, and whether the task is visible to the client.
• Indicate if the task is billable or not.
  
  
3. Add Checklists for Quality Control:
• Create a checklist within the task to track sub-tasks or quality requirements.
  
  
4. Manage Task Progress:
• Use the Kanban view to visually track task progress.
• Drag and drop tasks to update their status.
  
  
5. Set Reminders and Notifications:
• Add reminders or notifications to ensure timely completion of tasks.
  
  
  

Need Help?

For more detailed instructions, visit our Knowledge Base or reach out to our support team. You can also watch training videos to learn more about specific features.

Thank you for using Play @ Work. We’re here to help you succeed!

Play @ Work provides powerful tools to help individuals and teams set goals, celebrate achievements, and foster healthy competition. This article explains how to use the Vision Board, Accomplishment Tracking, and Leaderboard features effectively.

Vision Board: Setting Personal and Professional Goals

The Vision Board feature allows all roles to set and track personal and professional objectives, ensuring alignment with organizational goals.

Key Features:

• Create Objectives:

  • Add short-term, medium-term, and long-term goals.

  • Assign point values to each goal to track progress.

• Visual Progress:

  • View your progress toward goals as tasks and projects are completed.

  • Stay motivated by seeing how your daily efforts contribute to your bigger aspirations.

How to Use:

1. Navigate to the Vision Board section in your account.

2. Add your goals with descriptions and point values.

3. Update goals as progress is made, and mark them as achieved when completed.

Accomplishment Tracking: Celebrating Success

The Accomplishment Board allows you to document and reflect on your achievements, fostering a sense of pride and motivation.

Key Features:

• Track Milestones:

  • Automatically log completed tasks and projects.

  • Add past accomplishments manually to document your journey.

• Highlight Achievements:

  • Use the board to showcase major milestones and contributions.

  • Inspire team members by sharing accomplishments.

How to Use:

1. Access the Accomplishment Board from the main menu.

2. Add past achievements or view automatically logged milestones.

3. Reflect on your progress and share successes with your team.

Leaderboard: Encouraging Healthy Competition

The Leaderboard feature ranks team members based on their contributions, encouraging collaboration and quality work.

Key Features:

• Team Rankings:

  • View rankings for individuals or teams based on points earned and tasks completed.

• Motivation Through Competition:

  • Foster a culture of friendly competition and recognition.

  • Reward top performers to encourage sustained excellence.

How to Use:

1. Navigate to the Leaderboard section in your account.

2. Review individual or team rankings.

3. Use the leaderboard insights to recognize and reward top performers.

Best Practices for Using These Features

1. Align Goals with Objectives:

   • Use the Vision Board to align personal and professional goals with team and organizational objectives.

2. Celebrate Wins:

   • Regularly update the Accomplishment Board to keep morale high.

   • Acknowledge team and individual achievements during meetings.

3. Promote Collaboration:

   • Use the Leaderboard to inspire team members to work together while maintaining healthy competition.

Need Help?

For additional guidance, explore our Knowledge Base or reach out to our support team. You can also watch our training videos for step-by-step instructions on specific features.

Thank you for choosing Play @ Work. We’re here to help you succeed!