Team

Team handbook template

Policies people look up most: time off, expenses, equipment, remote work and who to ask.

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Team handbook

Owner: Aylin Demir. Last updated Sunday 4 October. Questions go in a comment on the section.

Time off

28 days of paid holiday a year, plus public holidays in your state

Add it to the vacation planner at least two weeks ahead for anything over three days

Sick? Message your lead before 10:00. From day four we need a doctor's note

Working from home

Work from wherever you like within the EU, up to 8 weeks a year outside Germany

Core hours 10:00 to 15:00 Berlin time

Expenses

Under €50: buy it and submit the receipt in the accounting app within 30 days

€50 to €500: ask your lead first, a thumbs-up in chat is enough

Over €500: Tobias approves

Equipment

Laptop of your choice up to €2,200, replaced every three years

€400 home office budget in your first year, €150 a year after

Learning

€1,000 a year for courses, books and conferences

Two learning days a year, no approval needed

Who to ask

Payroll and contracts

Aylin

Laptop broken

Ana, or the on-call phone if it's urgent

Anything you don't want to ask your lead

Henrik, or the anonymous form in the team wiki

This is the page you get. Every block and row is editable.

What it is

A team handbook holds the policies people look up: time off, sick days, remote work, expenses, equipment, learning budget and who to ask about what. Write rules as specific numbers and amounts. "Ask your lead for anything over €50" gets followed. "Use good judgment" gets ignored.

When to use it

Companies past five people where policies live in someone's head
Remote teams with members in several countries
Before your first hire, so the rules exist when they arrive

How to use it

01
Write rules with numbers
Days, amounts and deadlines. If a rule has an exception, put it in the same section.
02
Take questions as comments
Ask people to comment on the section they're unsure about. Answer in the text, then resolve.
03
Show changes
Update the date at the top. Page history shows exactly what changed and when.
04
Make it searchable
Ask your workspace answers "How much is the home office budget?" from this page.

Or have the AI draft your version

"Draft a team handbook for a 12-person remote software company with sections for working hours, time off, sick leave, expenses, equipment, learning budget and who to ask."

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All templates

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Team wiki
New here? Start with "How we work", then "Tools and accounts". Ask anything in #team.
What's in here
How we work. Working hours, where to ask what, how we decide
Tools and accounts. What we use and who gives you access
Meetings. Which meetings exist and what each one is for
Glossary. Our words and abbreviations
Keeping it current
Found something wrong? Fix it, or leave a comment for the page owner
Each page has an owner in its first line
Ask AI on this wiki: "Where do I find the expense policy?" answers with links to the pages it used
🧭 How we work
🔑 Tools and accounts
🗓️ Meetings
🔤 Glossary
Team
Team wiki
A home page for the team with sub-pages for how you work, tools, meetings and the words you use.
🧾
SOP: month-end invoicing
Owner: Tobias Lang. Backup: Aylin Demir. Last reviewed Monday 28 September. Review every six months.
Purpose
Every client with billable hours gets a correct invoice by the 3rd working day of the month.
When
Last working day of the month, starting at 14:00.
You need
Admin access to the time tracking tool
Accounting login with the "Invoices" role
The client list with payment terms (linked in the team wiki)
Steps
1.
Lock last month's timesheets in the time tracking tool (Settings, Lock period)
2.
Export hours per client as CSV
3.
Check for entries without a client. Ask the person who logged them, don't guess
4.
In accounting, create invoices from the CSV import, one per client
5.
Compare each invoice total against the retainer amount on the client list. Flag any difference over €50
6.
Send flagged invoices to the account lead for a yes before sending
7.
Send all invoices. Payment terms come from the client record
8.
Post "Invoicing done" in the finance channel with the count and total
Done when
Every active client has an invoice dated the last day of the month
No unassigned time entries remain
Total posted in the finance channel
If something goes wrong
The CSV import fails
Usually a client name with a comma. Rename it in the time tool and export again.
A client disputes an invoice
Don't edit a sent invoice. Issue a credit note and a new invoice.
Docs
Standard operating procedure (SOP)
A repeatable process written as numbered steps with an owner, inputs and what done looks like.
Draft your own with AI
Describe the page you need in one sentence. The AI writes it, and you edit it like any other page.
How the AI works

📘Team handbook template

Time off

Working from home

Expenses

Equipment

Learning

Who to ask

What it is

When to use it

How to use it

Write rules with numbers

Take questions as comments

Show changes

Make it searchable

Or have the AI draft your version

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📖Team wiki

🧾Standard operating procedure (SOP)

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