Contents: 

  1. Introduction to TalentDesk
  2. Inviting freelancers
    1. How to invite freelancers
  3. Accessing your freelancer database & viewing profiles
    1. Finding specific individuals
    2. Viewing the freelancer profiles
    3. Finding freelancer onboarding forms
  4. Creating projects
    1. How to create a project
    2. Inviting team members to a project and starting it
  5. Creating and managing tasks
    1. Things to ensure before creating a task
    2. How to create a task
    3. Assigning and managing task
    4. Completing tasks and approving worksheets
  6. All you need to know about budgets
    1. How to add a budget to a project
    2. Requesting budget
    3. Leftover budget in a project post-completion
  7. Support


1. Introduction to TalentDesk

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TalentDesk is an end-to-end workforce platform for clients and freelancers to collaborate on projects across the world.

Visit https://talentdesk.io/login to log in and start using the platform. 

Step 1: Setup your profile and add a picture of yourself by clicking here!

2. Inviting freelancers
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How to invite freelancers

Freelancers can be invited onto TalentDesk by heading to the ‘Team’ section on your left panel, choosing the ‘Providers’ subsection and then selecting ‘Invite providers’. After adding the relevant email addresses in the first box, be sure to include a custom message outlining why you’d like the freelancers to join TalentDesk (you might want to outline that you’ll be using TalentDesk to manage and pay your freelancers). 

Finally please ensure you include the relevant onboarding form.


3.
Accessing your freelancer database & viewing profiles

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Finding specific individuals

Navigating to the ’Provider’ subsection within ‘Teams’ gives you an overview of your entire freelance and contractor database. Be sure to filter and search according to specific criteria such as availability, language and skills in order to find the most suitable individual.

Viewing the freelancer profiles

Once you’ve zeroed in on the provider you’d like to work with, you’re taken to the ‘About’ section of their profile where you can see key information such as their availability (which is updated by them), skills and contractual information. Also within their profile, you can see reviews left by managers (visible to the freelancers), notes (not visible to the freelancers), their various rates and the projects they’re involved in.


Finding freelancer onboarding forms

When freelancers join TalentDesk, they are required to submit an onboarding form which typically covers various types of background information. To find the onboarding form of a specific freelancer, simply locate their profile in the ‘Providers’ section within ‘Teams’ and select the ‘...’ to the far right of their name. Clicking on ‘View onboarding submission’ will pull up the form they filled.


4. Creating projects 

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How to create a project

To create projects, simply head to the ‘Projects’ tab on the left and select ‘Create new project’ on the top right hand side of the page. When titling your project, remember to add specific keywords that will help you locate that project easily in the future. Once you have created a project, just follow these 3 steps to get started: 

  1. Invite managers and freelancers to the project 

  2. Add budget 

  3. Click on ‘Start Project’ 

Please note that you can always add additional budget to the project after it has started (see budget section below for more).

Inviting team members to a project and starting it

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Once you have created the base for your project, go into the ‘Teams’ section. There, you will see an option called ‘Add providers’ on the top right hand corner — this will let you add the freelancers you have chosen to the project. To add managers, just select the small drop down arrow to the right.

When creating a task under a project, you can only invite managers and freelancers who are already part of the project. However, you can always invite additional managers / freelancers to the project while it is in progress.

Once you have added your team, you are good to start your project. You can do this by simply going back to the main project page and selecting the ‘Start project’ option on the top right.

5. Creating and managing tasks

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Things to ensure before creating a task

Before you create a task, make sure that the following boxes have been checked:

  1. The relevant freelancer(s) you intend to assign the task to have accepted their invitation to that project

  2. The project has been started

How to create a task

Once you have created and started your project, you can go ahead and begin creating specific tasks under it. Simply go to the ’Task' subsection of your project and select ‘Create task’. Here, you’ll be required to provide key information such as Task Title and Description, which will help you differentiate each task easily.

Assigning and managing tasks

Now, it’s time to  assign your task to the freelancer who will work on it — you can do this by clicking on the ‘Add providers’ option. Do note, the freelancer will already have to be a part of the project, and have a specific rate for that task. The freelancer will then have to accept to work on that task at that rate.

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  • Progress tracking: Track the progress of specific freelancers via the progress tracker at the bottom right, within the task overview.

  • Checklist: Set and track milestones to make sure your project is progressing as it should.

  • Discussion board: Have collaborative discussions with the entire team involved in this task via the ’Group chat’ function within the ’Discussion’ subsection. Alternatively, you can directly message a particular freelancer in the group by selecting their name from the panel on the left within your discussion board.

  • Deliverables: Exchange deliverables with freelancers through the ’Deliverables’ tab.

Completing tasks and approving worksheets

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Once your freelancer(s) have finished working on a task to your satisfaction,  just click on the ‘Complete Task’ button. This will trigger an email, notifying your freelancer to raise a Worksheet.

Once they have done this, you will receive a notification, at which point you can Confirm the worksheet.

If you’d like to learn more about how a freelancer would use TalentDesk.io, please read this article.

Your account will be set up for either monthly or biweekly payments. If biweekly, please note that all worksheets must be approved by the following dates for seamless payments:

  • Payment Cycle 1: 14th of the month

  • Payment Cycle 2: Last day of the month

If monthly, please note that all worksheets must be approved by the last day of the month. 

6. All you need to know about budgets

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As a manager, you can keep track of your budgets under the ’Finance’ section of your account. 

  • Go to Finances / Manage budgets 

Here, you will be able to view everything from current budgets to your allocation history.

When adding budgets to projects, it is important to remember that worksheets can only be raised for amounts that are within the budget of a project. If there is not enough budget available, you will need to add more.

How to add budget to a project

  • Budgets can be added when you are first creating a project under ‘Advanced options’.

  • Some additional budget can be added to an existing project by going into ‘Purchase Orders’ and selecting ‘Request budget’.

Requesting budget

When you are requesting additional budget, please add the amount you need into the request box and then click on ‘Find manager’. Only managers who have enough budget in their account will appear as an option. If you see your own name come up, we would recommend you select that — otherwise, please select your team’s manager or the organisation owner.

Leftover budget in a project post-completion

If your project is complete and you still have budget left over, you can return the remaining funds back into your budget pot. 

Once you close a project by selecting the ‘Complete project’ option, the wording on the button will change to ‘All done’. You will notice a drop down arrow next to this — click on this arrow to find the option to ‘Return funds’.

7. Support

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Please reach out to support@talentdesk.io or message us on the live chat if you have any questions about the platform.