Office systems guide

Brief into to some systems

Guide to team communications and file sharing

As well as communicating in person (like most humans do!), we use Slack as an online office space, which we will induct you to.

We also use Flarum as a slow-paced message board, for things such as discussions and polls when something needs at-length discussion, or quick discussion between team meetings.

For sharing files in the Cable we use Google Drive. If you want to share a file with the whole team (recommended unless confidential) share it with [e-mail] and it will be accessible to everyone in the organisation. Please dont add individual email addresses (unless you want to keep the document private of course) as that way its very hard to unshare files with folks who leave the organisation.

Useful Links

Commonly used forms:

These are the most useful form:

• Log Cable card expenses

• Reclaim personal expenses

• Submit an invoice to be paid

The main spreadsheets:

• Bristol Cable staff costs - payroll reference and tracker Current and historical view of payroll. Update each month with the latest payroll

• Leave Log - record annual leave/holiday, sick leave, training Track employee leave. Holiday year is the same as financial year

• The Bristol Cable - Budget 24/25 and cash flow 2024-26 Current budget and live cash flow

• Expenses log The responses from the Cable card, personal expenses and invoices forms go here. Linden should be looking at this weekly and processing the invoices or receipts.

• Asset register - Cable equipment log A list of all our assets and their tag numbers.

Email

Online webmail can be found at thebristolcable.org/email

Details on setting a holiday or out of office reply are here

If you ever have tech question ask mat or will for a hand

If for some reason you wished to email everyone of the coordinators the adress for that is : [e-mail] but sharing to that email via google doesnt do anything, only other coordinators can email this list, external emails are rejected.

Full details are here How & when to claim expenses

We cover reasonable expenses for things you might need to pay for in the course of your work. The most common types of expenses are for teas & coffees at meetings out, for example with interviewees. If you’re unsure whether something is expensable, ask a colleague for advice before making the purchase.

If you pay for something expensable with your own money, here is the process you need to follow:

1. Get a receipt and take a photo of it

2. full in the expense form

3. Done! :)

Full details are here

How to book travel

In most cases, follow the expenses process if you need to book travel which is reimburse by the Cable. If the cost is fairly high, you can book the travel with a staff debit card (which Sara, and Lucas have). However with train tickets, make sure you are able to pick up tickets and return the card as soon as possible (ideally before the day of travel). Often it’s easier to book on your own card and claim reimbursement.

How to book time off

1. Check the team calendar and speak with relevant colleagues encase there might be work that needs to be covered, and make sure that work can be covered.

2. Notify the team on Slack about the dates you’d like to book off

3. Input your leave into the Annual Leave/Sick Leave/Training Log

4. Input your leave on the Team Google Leave Calendar

full details are here

Who to contact for unexpected absence / sick leave

See the staff guide to sick leave