Team Lead Dashboard - User Guide

Version: 1.0
Last updated: December 10, 2025

Table of Contents

1. Overview

The Team Lead Dashboard is the main hub for Team Leads to manage and monitor their team's operations within the DTR System. It provides a quick overview of:

  • Team size and employee count
  • Pending leave applications requiring approval
  • Work place distribution and locations
  • Rescheduling requests
  • Leave approval trends over time
  • Team work place breakdown

Key benefits:

  • Quick snapshot of team status at a glance
  • Monitor pending approvals that need action
  • Track leave trends and patterns
  • View team distribution across work places
  • Make informed decisions based on real-time data

Who uses this dashboard:

  • Team Leads — Monitor and manage their team
  • Supervisors — Oversee team operations
  • Department Heads — Track team metrics

2. Purpose & Features

Purpose

The Team Lead Dashboard serves as:

  • Operational Hub — Central point for team management
  • Quick Reference — At-a-glance team metrics
  • Decision Support — Data to inform decisions
  • Action Center — Starting point for team tasks
  • Performance Monitor — Track team activities

Key Features

Feature Purpose Benefits
Employee Count Shows team size Know how many employees you manage
Pending Leave Apps Displays pending approvals Know what needs your attention
Work Place Count Shows work location distribution Understand team spread
Reschedules Tracks rescheduling requests Monitor schedule changes
Work Place Chart Visualizes employee distribution See where team works
Approved Leaves Chart Trends over time Understand leave patterns
Breadcrumbs Easy navigation Quick location reference

3. How to Access

URL: /tl/dashboard or /team-lead/dashboard

Navigation path:

  1. Log in to DTR System
  2. Click "Team Lead" in main menu (if visible)
  3. Dashboard loads automatically
  4. Or click "Dashboard" link in sidebar

Browser requirements:

  • Modern browsers (Chrome, Firefox, Safari, Edge)
  • Mobile responsive design
  • Tablet compatible
  • Desktop optimized

Login requirements:

  • Must have Team Lead role/permission
  • Must be assigned to a team
  • Department access already configured

4. Dashboard Layout

Overall Structure

┌─────────────────────────────────────────────────────┐
│                   BREADCRUMBS                        │
│              Dashboard > (Location)                  │
└─────────────────────────────────────────────────────┘

┌──────────────────────────────────────────────────────────────┐
│  METRIC CARDS (4 columns on desktop, responsive mobile)      │
│  ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ ┌──────┐│
│  │ Employees    │ │ Leave Apps   │ │ Work Places  │ │Reschedule│
│  │ 24           │ │ 5            │ │ 3            │ │ 2    │
│  └──────────────┘ └──────────────┘ └──────────────┘ └──────┘│
└──────────────────────────────────────────────────────────────┘

┌──────────────────────────────────────────────────────────────┐
│  CHARTS SECTION (White card with shadow)                     │
│  ┌─────────────────────┐ ┌──────────────────────────────────┐│
│  │ Work Place          │ │ Approved Leaves (Line Chart)     ││
│  │ Employees           │ │ Jan: 5, Feb: 8, Mar: 6, etc.    ││
│  │ (Pie Chart)         │ │                                  ││
│  │                     │ │                                  ││
│  │ Office: 15          │ │                                  ││
│  │ Remote: 6           │ │                                  ││
│  │ Hybrid: 3           │ │                                  ││
│  └─────────────────────┘ └──────────────────────────────────┘│
└──────────────────────────────────────────────────────────────┘

Responsive Behavior

Desktop (Large Screens):

  • Metric cards in 4 columns
  • Charts side by side (1/3 pie + 2/3 line chart)
  • Full width utilization
  • Optimized spacing

Tablet (Medium Screens):

  • Metric cards in 2 columns
  • Charts stack vertically
  • Good readability
  • Touch-friendly

Mobile (Small Screens):

  • Metric cards in 1 column
  • Charts full width
  • Compact spacing
  • Easy scrolling

5. Key Metrics & Cards

Card 1: Employees

What it shows: Total number of employees in your team

Value format: Large number (e.g., 24)

Labels:

  • Main label: "Employees"
  • Sub label: "Employees"

What it means:

  • The total count of employees you supervise
  • Includes all team members
  • Includes those on leave or remote work
  • Real-time count

How to use:

  • Quick reference of team size
  • Monitor if new employees added
  • Use for planning purposes
  • Cross-check against HR records

Example:

┌─────────────────────┐
│ Employees          │
│                    │
│        24          │
│                    │
│ Employees          │
└─────────────────────┘

Card 2: Leave Applications

What it shows: Pending leave requests waiting for your approval

Value format: Number of pending requests (e.g., 5)

Labels:

  • Main label: "Leave Applications"
  • Sub label: "Pending Leave Applications"

What it means:

  • Leave requests submitted by your team
  • Awaiting your review and approval/rejection
  • Requires action from you
  • Includes recent submissions

How to use:

  1. Check this number each morning
  2. Click to view pending requests
  3. Review and approve/reject
  4. Act within 24-48 hours
  5. Notify employees of decision

Status indicators:

  • 0 pending: No action needed ✓
  • 1-5 pending: Review needed
  • 6+ pending: Backlog building up ⚠️

Example:

┌──────────────────────────┐
│ Leave Applications       │
│                          │
│           5              │
│                          │
│ Pending Leave Applications
└──────────────────────────┘

Card 3: Work Places

What it shows: Number of different work locations where your team works

Value format: Number of locations (e.g., 3)

Labels:

  • Main label: "Work Places"
  • Sub label: "Work Place"

What it means:

  • Count of distinct work locations
  • Where your team members work
  • May include office, remote, hybrid
  • Does not include "Paranaque" (filtered out)

How to use:

  • Understand team distribution
  • Know where employees are based
  • Helps with scheduling and coordination
  • Reference for resource planning

Example locations:

  • Office (physical location)
  • Remote (work from home)
  • Client Site
  • Hybrid (part office, part remote)

Example:

┌──────────────────────┐
│ Work Places          │
│                      │
│        3             │
│                      │
│ Work Place           │
└──────────────────────┘

Card 4: Reschedules

What it shows: Number of rescheduling requests from your team

Value format: Number of requests (e.g., 2)

Labels:

  • Main label: "Reschedules"
  • Sub label: (May be empty)

What it means:

  • Schedule change requests from employees
  • Requests to change work hours/days
  • Awaiting your review
  • May impact team scheduling

How to use:

  1. Monitor rescheduling requests
  2. Review impact on team schedule
  3. Approve or discuss alternatives
  4. Update team schedule accordingly
  5. Notify affected employees

Example scenarios:

  • Employee wants to change shift
  • Request for flexible hours
  • Need to adjust work days
  • Temporary schedule change

Example:

┌──────────────────────┐
│ Reschedules          │
│                      │
│        2             │
│                      │
│ (Rescheduling Req)   │
└──────────────────────┘

6. Charts & Visualizations

Chart 1: Work Place Employees (Pie Chart)

Location: Left side of charts section (1/3 width on desktop)

What it shows:

  • Distribution of employees across work places
  • Percentage breakdown by location
  • Visual representation of team spread

Chart type: Pie chart (circular, color-coded slices)

Data displayed:

Each slice represents a work place with:

  • Location name
  • Number of employees
  • Percentage of total team

Example data:

Work Place Employees:
├─ Office: 15 employees (63%)
├─ Remote: 6 employees (25%)
└─ Hybrid: 3 employees (12%)

How to read it:

  1. Look at slice sizes
  2. Largest slice = most employees
  3. Color corresponds to location
  4. Legend shows location names
  5. Hover for exact numbers (interactive)

What it tells you:

  • Where most of your team works
  • Remote work adoption
  • Office vs. remote balance
  • Work place utilization
  • Coordination needs

Example visualization:

        Office (63%)
        ▄▄▄▄▄▄▄▄▄
       ▄           ▄
      ▄             ▄
     ▄ Hybrid(12%)   ▄
    ▄  Remote(25%)    ▄
     ▄                ▄
      ▄             ▄
       ▄▄▄▄▄▄▄▄▄▄

Use cases:

  • Plan office resources
  • Determine remote work percentage
  • Understand team distribution
  • Make decisions about meeting space
  • Plan team events or gatherings

Chart 2: Approved Leaves (Line Chart)

Location: Right side of charts section (2/3 width on desktop)

What it shows:

  • Trend of approved leave requests over time
  • Number of approved leaves per time period
  • Historical leave approval pattern

Chart type: Line chart (X-axis: time, Y-axis: leave count)

Data displayed:

  • X-axis: Time periods (days, weeks, or months)
  • Y-axis: Number of approved leaves
  • Line: Trend across time
  • Data points: Individual values

Example data:

Approved Leaves by Month:
├─ January: 5 leaves
├─ February: 8 leaves
├─ March: 6 leaves
├─ April: 10 leaves
└─ May: 7 leaves

How to read it:

  1. Look at left axis (Y) for scale
  2. Look at bottom axis (X) for time
  3. Follow line to see trend
  4. High points = more approvals
  5. Low points = fewer approvals

What it tells you:

  • Leave approval trends
  • Seasonal patterns (e.g., more leaves in summer)
  • Recent approval activity
  • Average approvals per period
  • Forecast future leave requests

Example visualization:

     Approved Leaves Trend
10 |     ●
   |    ╱ ╲
8  |   ●   ●
   |  ╱     ╲
6  | ●       ●
   | ╱         ╲
4  |           ●
   |_____________
     J  F  M  A  M

Interpretation:

  • Upward trend = More leaves being approved
  • Downward trend = Fewer leaves being approved
  • Peaks = High leave periods (vacation season)
  • Valleys = Low leave periods (busy work)

Use cases:

  • Identify peak leave periods
  • Plan resource coverage
  • Anticipate staffing needs
  • Monitor approval trends
  • Make informed decisions about leave policy

7. Common Tasks

Task 1: Check Team Status at Start of Day

Steps:

  1. Log in to DTR System
  2. Dashboard loads automatically
  3. Scan the 4 metric cards
  4. Note pending leave applications
  5. Note any rescheduling requests
  6. Check if work place distribution looks normal
  7. Plan day accordingly

What to look for:

  • Any new pending leave requests (action needed?)
  • Rescheduling requests (need to review?)
  • Sudden change in employee count (new hire?)

Task 2: Review Pending Leave Applications

Steps:

  1. Open Team Lead Dashboard
  2. Look at "Leave Applications" card
  3. Note the pending count
  4. Click on the card (if clickable)
  5. Or navigate: Dashboard → Leave Management → Pending
  6. Review each pending request
  7. Check employee details, dates, reason
  8. Approve or reject with comments
  9. Send notification to employee

Timeline:

  • Review within 24 hours of submission
  • Respond within 48 hours if possible
  • Prioritize by date of request
  • Address urgent requests first

Task 3: Understand Team Work Place Distribution

Steps:

  1. Open Team Lead Dashboard
  2. Look at "Work Places" card (shows count)
  3. Look at "Work Place Employees" pie chart
  4. Identify largest location
  5. Identify remote workers percentage
  6. Consider implications for team meetings
  7. Plan coordination accordingly

Questions to ask:

  • Where do most of my team work?
  • How many work remotely?
  • Do we need office space?
  • Can we have in-person meetings?
  • How do we coordinate across locations?

Task 4: Monitor Leave Approval Trends

Steps:

  1. Open Team Lead Dashboard
  2. Look at "Approved Leaves" line chart
  3. Identify current trend (up or down)
  4. Compare to previous periods
  5. Look for seasonal patterns
  6. Plan team coverage based on trends

Analysis questions:

  • Is leave approvals increasing or decreasing?
  • What months have most leaves?
  • Are there patterns (e.g., Fridays)?
  • Should I prepare for high leave period?
  • Do I need to plan coverage?

Task 5: Track Rescheduling Requests

Steps:

  1. Open Team Lead Dashboard
  2. Check "Reschedules" card for pending count
  3. If count > 0, review requests
  4. Navigate to Reschedule Management section
  5. Review each request details
  6. Assess impact on team schedule
  7. Approve or discuss alternative
  8. Notify employee of decision

Task 6: Monitor Team Growth

Steps:

  1. Open Team Lead Dashboard regularly (daily/weekly)
  2. Track "Employees" card value
  3. Note if number increases (new hire)
  4. Note if number decreases (departure)
  5. Update team contact information
  6. Add new employees to systems
  7. Remove departed employees

Task 7: Export or Print Dashboard

Steps (if export feature available):

  1. Look for export/print button
  2. Select format (PDF, Excel, etc.)
  3. Click to generate
  4. File downloads to computer
  5. Share with management if needed
  6. Print for office posting (optional)

8. Understanding the Data

Data Sources

Employee Count:

  • Source: HR System
  • Updated: When new employees added or leave department
  • Accuracy: Real-time
  • Includes: All active employees in your team

Pending Leave Applications:

  • Source: Leave Management System
  • Updated: When requests submitted or approved
  • Status: Only "Pending" requests shown
  • Excludes: Approved, rejected, cancelled

Work Place Distribution:

  • Source: Employee records (work location field)
  • Updated: When employee updates their location
  • Types: Office, Remote, Hybrid, etc.
  • Excludes: "Paranaque" location (filtered out)

Rescheduling Requests:

  • Source: Schedule Management System
  • Updated: When requests submitted
  • Status: Only pending requests shown
  • Excludes: Approved, rejected rescheduling

Approved Leaves Chart:

  • Source: Leave Management System (approved records)
  • Time period: Monthly aggregation
  • Updated: Daily/Weekly (depending on system)
  • Includes: All approved leaves in period

Data Accuracy

Factors affecting accuracy:

  • Employee records must be updated
  • Employees must submit requests properly
  • System must process requests
  • Data must sync to dashboard
  • Manual data entry may have delays

How to verify data:

  1. Cross-check employee count with HR system
  2. Verify pending requests match actual submissions
  3. Confirm work place data with employee records
  4. Compare charts to source systems
  5. Report discrepancies to IT/HR

9. Navigation & Links

Dashboard Navigation

Breadcrumb navigation (at top):

Dashboard > (Current Location)
  • Shows you're in Dashboard
  • Indicates team/department context
  • Click to go back to Dashboard

Quick links from cards (if available):

  • Click "Employees" → View full team roster
  • Click "Leave Applications" → View pending requests
  • Click "Work Places" → View location details
  • Click "Reschedules" → View schedule requests

Main menu navigation:

From dashboard, you can access:

  • Team Management (if available)
  • Leave Management
  • Attendance Management
  • Schedule Management
  • Reports
  • Settings
  • Help

Navigating to Related Pages

To approve leave requests:

  1. Click "Leave Applications" card
  2. Or menu: Leave Management → Pending
  3. Or: Team Management → Leave Requests

To view employee roster:

  1. Click "Employees" card
  2. Or menu: Team Management → Employees
  3. Or: Workforce → Roster

To manage rescheduling:

  1. Click "Reschedules" card
  2. Or menu: Schedule Management → Requests
  3. Or: Team Management → Schedules

To view detailed reports:

  1. Menu: Reports → Dashboard Reports
  2. Or: Analytics → Team Analytics
  3. Or: Manager Portal → Reports

10. Tips & Best Practices

Tip 1: Daily Routine

Recommended daily routine:

  1. Morning (Start of day):

    • Open Dashboard
    • Check pending leave count
    • Check rescheduling requests
    • Plan day based on needs

  2. Mid-day:

    • Review and approve pending leaves
    • Address urgent requests
    • Update schedules if changed

  3. End of day:

    • Confirm all approvals sent
    • Note any new requests for tomorrow
    • Plan for day's end

Tip 2: Monitor Trends

What to monitor:

  • Leave trends: Are certain days popular for leave?
  • Work place patterns: Is office usage increasing/decreasing?
  • Approval rate: Are more requests being submitted?
  • Rescheduling: Are many employees requesting changes?

Benefits:

  • Better planning
  • Anticipate issues
  • Make informed decisions
  • Support team needs

Tip 3: Respond Quickly to Requests

Best practices:

  • Approve/reject leave within 24-48 hours
  • Respond to rescheduling requests quickly
  • Communicate decisions promptly
  • Provide feedback if rejecting
  • Suggest alternatives if possible

Why it matters:

  • Employees can plan accordingly
  • Reduces uncertainty
  • Builds trust
  • Enables better planning

Tip 4: Use Data for Planning

Use dashboard data to:

  • Plan team meetings (consider work places)
  • Arrange coverage during high-leave periods
  • Allocate resources better
  • Adjust schedules as needed
  • Make staffing decisions

Example:

If pie chart shows 70% remote workers:

  • Plan virtual meetings primarily
  • Have office for occasional collaboration
  • Invest in remote tools
  • Reduce office space needs

Tip 5: Regular Review

Review patterns regularly:

  • Weekly: Check for new trends
  • Monthly: Analyze full month data
  • Quarterly: Compare to previous quarters
  • Annually: Review yearly patterns
  • Compare to previous years

Questions to ask:

  • Has something changed?
  • Are there new patterns?
  • Do I need to adjust?
  • Should I address something?

Tip 6: Communicate Changes

When something changes on dashboard:

  • Investigate the cause
  • Communicate to affected employees
  • Update plans if needed
  • Document decisions
  • Follow up to ensure smooth transition

Example:

If "Reschedules" card suddenly has 10 requests:

  • Investigate why many requests
  • Discuss with team
  • Approve feasible ones
  • Suggest alternatives if needed
  • Explain decisions

Tip 7: Export for Reports

When to export/print:

  • Monthly reports to management
  • Team performance reviews
  • HR meetings
  • Archive for records
  • Sharing with others

How to share:

  • Email PDF to stakeholders
  • Post on team intranet
  • Print for notice board
  • Include in team meeting agenda

Tip 8: Cross-Check Data

Verify accuracy:

  • Compare employee count to roster
  • Check pending leaves are accurate
  • Confirm work place data
  • Validate rescheduling requests
  • Report errors to IT

Why it matters:

  • Ensure good decisions
  • Catch system errors
  • Maintain data quality
  • Build confidence in system

Tip 9: Use for Decision Making

Use dashboard data to:

  • Approve/reject requests fairly
  • Plan team activities
  • Allocate resources
  • Make staffing changes
  • Improve processes

Be data-informed:

  • Don't rely on assumptions
  • Check actual numbers
  • Look at trends
  • Make evidence-based decisions

Tip 10: Stay Updated

Check dashboard regularly:

  • Daily: Quick check
  • Weekly: Detailed review
  • Monthly: Trend analysis
  • Quarterly: Strategic review

Frequency:

  • Minimum: Once per week
  • Better: 2-3 times per week
  • Best: Daily (5 minutes)

11. FAQs & Troubleshooting

Q: Why is my employee count different from what I expected?

A:

  • System includes all active employees in your team
  • Verify with HR system
  • Check if new employees added recently
  • Confirm employees haven't transferred
  • Report discrepancies to IT

Q: Why don't I see pending leave applications?

A:

  • No employees submitted leave requests
  • All pending requests have been approved/rejected
  • System may not be syncing
  • Check permissions (can you view pending leaves?)
  • Refresh page or log out/in
  • Contact IT if still no data

Q: The charts aren't loading properly

A:

  • Refresh page (F5 or Ctrl+R)
  • Clear browser cache
  • Try different browser
  • Check internet connection
  • Contact IT support

How to clear cache:

  • Chrome: Ctrl+Shift+Delete (Windows) or Cmd+Shift+Delete (Mac)
  • Firefox: Ctrl+Shift+Delete
  • Safari: Cmd+Option+E
  • Edge: Ctrl+Shift+Delete

Q: Why is the "Reschedules" card empty or zero?

A:

  • No rescheduling requests from your team
  • All requests have been processed
  • System not receiving submissions
  • Check if feature is enabled
  • Employees may not know how to request

Q: How do I access the full leave request details?

A:

  • Click the "Leave Applications" card (if clickable)
  • Or navigate to Leave Management section
  • Or click on employee name in pending list
  • View request details, dates, and reason
  • Then approve or reject

Q: Can I filter the dashboard by team or department?

A:

  • Dashboard auto-filters to your team
  • System shows only your team's data
  • Cannot change team view (it's auto-scoped)
  • If you manage multiple teams:
    • May see combined data
    • Or switch between teams via menu

Q: Why does the work place show "Paranaque" excluded?

A:

  • System filters out Paranaque location
  • May be default location or office
  • Check employee records for actual location
  • Update if needed in employee profile
  • Affects only pie chart display

Q: Can I export or print the dashboard?

A:

  • Some systems have export feature
  • Look for print/export button
  • May generate PDF or Excel
  • If not available:
    • Take screenshots
    • Print screen manually
    • Use browser print function (Ctrl+P)

Q: The numbers don't match my records

A:

  • System data may be delayed
  • Refresh page to get latest
  • Check if updates are queued
  • Verify employee records are accurate
  • Sync data if option available
  • Report inconsistency to IT

Q: Can I see historical data (past months/years)?

A:

  • Charts may show historical trend
  • Scroll or zoom on charts to see more
  • Look for date range selector
  • Check if reports section available
  • Generate custom reports if needed
  • Contact IT for archived data

Q: How often is the dashboard updated?

A:

  • Usually: Real-time or daily
  • Depends on system configuration
  • Leave approvals: Within minutes
  • Charts: May update weekly/daily
  • Check with IT for refresh schedule
  • Manually refresh if needed (F5)

Q: What if I don't have access to the dashboard?

A:

  • Verify you have Team Lead role
  • Check if assigned to team
  • Verify account is active
  • Contact HR/Admin to grant access
  • Ask IT to reset permissions
  • May need to log out and back in

Q: Can I customize the dashboard?

A:

  • Depends on system features
  • Some allow widget customization
  • Others are fixed layout
  • Check settings (if available)
  • Contact IT for customization requests
  • May vary by user role

Key Dashboard Elements Summary

Element Shows Action
Employees Card Team size Monitor growth
Leave Applications Pending approvals Click to review/approve
Work Places Location count Understand distribution
Reschedules Schedule change requests Review and approve
Work Place Pie Chart Employee distribution See where team works
Approved Leaves Line Leave trends over time Identify patterns
Breadcrumbs Navigation path Quick orientation

Dashboard Access Quick Reference

Need Do This
Check pending leaves Click "Leave Applications" card
See team size Check "Employees" card
View work location distribution Look at pie chart
Understand leave trends Look at line chart
Review rescheduling requests Click "Reschedules" card
Access team management Use sidebar menu
Go back to dashboard Click breadcrumb "Dashboard"

Best Practices Checklist

  • ☐ Check dashboard daily (5 min routine)
  • ☐ Respond to pending requests within 24-48 hours
  • ☐ Verify employee count monthly
  • ☐ Monitor work place distribution quarterly
  • ☐ Use data for planning and decisions
  • ☐ Export reports for management
  • ☐ Cross-check data for accuracy
  • ☐ Communicate decisions to employees
  • ☐ Review trends regularly
  • ☐ Report discrepancies to IT

Common Metrics Interpretation

Employee Count Changes

  • Increasing → New hires added
  • Decreasing → Employees left/transferred
  • Stable → No changes

Pending Leave Applications

  • 0-2 → Normal workload
  • 3-5 → Moderate (plan reviews)
  • 6+ → Backlog (prioritize)

Work Place Distribution

  • 70%+ Office → Mostly office-based
  • 50/50 → Hybrid team
  • 70%+ Remote → Mostly remote team

Approved Leaves Trend

  • Upward → More leaves approved
  • Downward → Fewer leaves approved
  • Peaks → Vacation seasons
  • Valleys → Busy work periods

Last Updated: December 10, 2025
Version: 1.0
For: Team Leads, Supervisors, Department Heads