System implementations have a greater chance of success when everyone knows about what's coming and what they're expected to do. To help you, we've drafted some example emails that you can use to communicate the arrival of Metis to your team.
This article contains the following:
- What are the benefits of this communication?
- Communicating your team's privileges and responsibilities to them (email templates)
What are the benefits of this communication?
1. Your team will know how to access Metis themselves, and what they can expect when they log in.
2. Your team will understand what their privileges and responsibilities are in Metis. This way, there should be no confusion around what they should be doing once Metis goes live. Hopefully this will set the scene for a positive attitude to entering timesheets and expenses for all users, and updating job financials for senior team members.
3. Everyone will feel know where to go if they need help using Metis, so they feel support is available if needed.
Communicating your team's privileges and responsibilities to them
Admin User
***Email template start***
Dear all,
I’m pleased to announce that from [enter 'Go-Live' date], we will be using Metis as the basis for running our business. Metis brings together timesheets, expenses, resourcing for jobs and opportunities, and tracking of business financials and profitability. The result will be [add business reason here e.g. better financial insight with which to drive [your business'] continued growth].
What can I do in Metis?
You can access: [delete any elements that are not applicable]
Dashboard - which shows the sales pipeline, and an overview of job performance and people utilisation.
Clients - our clients, and which opportunities and jobs are open for them.
Opportunities - all our active sales opportunities.
Jobs - all our active jobs (whether for clients or internal use), including all financial and resource planning information. Here you can see who can submit timesheets for each job.
People - information on all people in the team that are Metis users, including their utilisation information (for staff).
Resourcing - how people have been allocated to jobs across the business, and the proposals they are in.
Timesheets & Expenses - Here you can complete your own timesheets and expenses and approve those of others in the team.
Homepage - a summary of our own timesheets, expenses, opportunities, jobs and people.
Manage - you can manage all People and their activation status, and all timesheets and expenses for those People.
Settings - you can edit all company settings here, including financial business targets, timesheet submission due dates, pipeline stages, expense categories and VAT rates.
How does this impact me?
We’ll all be submitting timesheets and expenses in Metis from [enter 'Go-Live' date]. It’s really important that the leadership team sets a great example so please do make the effort to get your timesheets and expenses submitted before the deadline each week.
Approval responsibilities for timesheets and expenses are owned by [Job Leads/Line Managers - this is dependent on your company settings]. You’ll be notified by Metis if you need to take any action.
Input and updating of financial information for jobs and opportunities are owned by Job Leads and Opportunity Leads respectively. I have made sure that our existing data is all input and up to date in Metis. If you need to add anything new then I can help you (or see the section about getting help below).
If you need to add new people, please speak to [identify will do this in the business - typically the Metis Administrators]
Admins own all other responsibilities in Metis, including inviting People, creating Clients, managing Company Settings.
What if I need help?
There are video guides for the timesheet and expense entry sections of Metis that give you a quick overview of how this part of the system works. These can be accessed here: Video Guides
Metis has an online Help Centre (help.getmetis.com) containing help articles, which should be your first port of call. You can also submit tickets through the Help Centre to solve any technical issues you may be facing. I [enter your name as key business person for implementation] can also provide support/training on how to use Metis.
How do I begin using Metis?
You will receive an email invitation to Metis. When you follow the link in the email you’ll be asked to set yourself a password. After that you can log-in with your email address and password at go.getmetis.com.
Metis also has a mobile app (available in the app stores for iOS and Android) which you can use to capture your receipts and submit your expenses. To find out more about the app, please visit the Help Centre.
***Email template end***
High Level User (Level access 1 & 2)
***Email template start***
Dear all,
I’m pleased to announce that from [enter 'Go-Live' date], we will be using Metis as the basis for running our business. Metis brings together timesheets, expenses, resourcing for jobs and opportunities, and tracking of business financials and profitability. The result will be [add business reason here e.g. better financial insight with which to drive [your business'] continued growth].
What can I do in Metis?
The [partnership/senior] team can access: [delete any elements that are not applicable]
Dashboard - which shows the sales pipeline, and an overview of jobs performance and people utilisation.
Clients - our clients, and which opportunities and jobs are open for them.
Opportunities - all our active sales opportunities.
Jobs - all our active jobs (whether for clients or internal use), including all financial and resource planning information. Here you can see who can submit timesheets for each job.
People - information on all people in the team that are Metis users, including their utilisation information (for staff).
Resourcing - how people have been allocated to jobs across the business, and the proposals they are in.
Timesheets & Expenses - To complete your own timesheets and expenses and approve those of others in the team.
Homepage - a summary of our own timesheets, expenses, opportunities, jobs and people.
How does this impact me?
We’ll all be submitting timesheets and expenses in Metis from [enter 'Go-Live' date]. It’s really important that the partnership team leads by example so please do make the effort to get your timesheets and expenses submitted before the deadline each week.
Approval responsibilities for timesheets and expenses are owned by [Job Leads/Line Managers - this is dependent on your company settings]. You’ll be notified by Metis if you need to take any action.
Input and updating of financial information for jobs and opportunities are owned by Job Leads and Opportunity Leads respectively. I have made sure that our existing data is all input and up to date in Metis. If you need to add anything new then I can help you (or see the section about getting help below).
With adding new people, please speak to [identify will do this in the business - typically the Metis Administrators]
Admins own all other responsibilities in Metis, including inviting People, creating Clients, managing Company Settings.
What if I need help?
There are video guides for the timesheet and expense entry sections of Metis that give you a quick overview of how this part of the system works. These can be accessed here: Video Guides
Metis has an online Help Centre (help.getmetis.com) containing help articles, which should be your first port of call. You can also submit tickets through the Help Centre to solve any technical issues you may be facing. I [enter your name as key business person for implementation] can also provide support/training on how to use Metis.
How do I begin using Metis?
You will receive an email invitation to Metis. When you follow the link in the email you’ll be asked to set yourself a password. After that you can log-in with your email address and password at go.getmetis.com.
Metis also has a mobile app (available in the app stores for iOS and Android) which you can use to capture your receipts and submit your expenses. To find out more about the app, please visit the Help Centre.
***Email template end***
Standard User (Level access 3, 4 & 5)
***Email template start***
Dear all,
I’m pleased to announce that from [enter 'Go-Live' date], we will be using new software called Metis (www.getmetis.com) to help us run [your business]. The main impact on you is that from [enter 'Go-Live' date] we’ll want you to complete timesheets and expense claims in Metis.
What can I do in Metis?
You’ll be able to see: [delete any elements that are not applicable]
Your own timesheets and expenses
The history of any approvals or rejections that job leads have made
Your forward calendar showing the jobs and proposals you’re allocated in
How does this impact me?
Timesheets are to be submitted by everyone in Metis each week by [deadline dates]
Expenses are to be submitted in Metis [each month] by [deadline dates]
Approval responsibilities for timesheets and expenses are owned by [Job Leads/Line Managers - this is dependent on your company settings].
What if I need help?
There are video guides for the timesheet and expense entry sections of Metis that give you a quick overview of how it all works. These can be accessed here: Video Guides
If you’re having problems then Metis has an online Help Centre (help.getmetis.com) which you should be your first port of call for resolving problems. If you think you have found an issue with Metis then you can contact customer support through the Help Centre too. Finally, you can always contact me [enter your name as key business person for implementation] and I’ll see if I can organise any support you might need.
How do I begin using Metis?
You will receive an email invitation to Metis. When you follow the link in the email you’ll be asked to set yourself a password. After that you can log-in with your email address and password at go.getmetis.com.
Metis also has a mobile app (available in the app stores for iOS and Android) which you can use to capture your receipts and submit your expenses. To find out more about the app, please visit the Help Centre.
***Email template end***
Didn't find what you need in this article? You can send an email to support@getmetis.com, or email your Metis contact person for further support.