Welcome to the Quarterly team portal. This is your central hub for everything you need to know about how we work, from taking time off to raising a concern. We've kept things clear and practical so you can find what you need quickly and get on with doing great work.

If something isn't covered here or you're unsure about anything, reach out to your manager. We're a small, growing team and we'd rather you ask than guess.

This portal is reviewed and updated regularly. Last updated: April 2026.

Our standard working week is Monday to Friday, with a one-hour lunch break each day, giving a total of 40 hours per week. Core hours depend on where you're based:

We don't have a fixed office, so you're trusted to manage your time and environment in a way that works for you and the people you're working with. Flexibility is available where it doesn't impact client delivery or team collaboration.

If you ever feel your workload is consistently pushing you beyond normal hours, speak to your manager. We want to get that right.

Annual leave. You are entitled to 24 days of paid holiday per calendar year (1 January to 31 December). This includes your statutory entitlement under the Working Time Regulations 1998.

Holiday must be taken within the holiday year in which it accrues. Carrying leave over into the following year is not permitted unless agreed in advance by the business, or where the law requires it (for example, following a period of long-term absence).

How to request leave:

1. Go to Resources → Annual leave.
2. Pick your dates, add a note if relevant, and submit.
3. Your request is sent to your manager for approval.
4. You'll get a notification when it's decided.

Notice. We ask for at least 1 week's notice for a single day, and 2 weeks where possible for anything longer. No same-day requests except in emergencies. All requests are subject to business needs and approval.

Bank holidays. You may occasionally be required to work on UK bank holidays. If so, you will receive a day off in lieu to be taken at a mutually agreed time.

Company closures. The studio closes between Christmas and New Year, plus occasional team days. Closures that don't deduct from your balance will be flagged on the leave calendar.

Carrying over and leaving. If you leave the business, you'll be paid for any accrued but untaken holiday in the year of your departure. If you've taken more holiday than you've accrued at the point of leaving, this will be recovered from your final pay.

Reporting an absence. If you're unwell and unable to work, you must contact your manager before your shift begins. Please call by phone or start a huddle in Slack. If we don't pick up for any reason, leave a voicemail or message and please wait for a call back. Give a brief reason for your absence and an indication of how long you expect to be off.

Once you're back, log the sick day retrospectively on the Annual leave page (type: "Sick leave"). This doesn't come off your annual allowance.

Fit notes. If your absence extends beyond 7 consecutive calendar days, you'll need to provide a Statement of Fitness for Work (fit note) from your GP or treating doctor as soon as possible after the 7th day, and weekly thereafter. Please keep your manager updated on your progress and expected return date.

Sick pay. After successfully completing your probationary period, you're entitled to receive full pay for the first four weeks of absence in any 12-month rolling period. This includes any Statutory Sick Pay (SSP) you're entitled to under current legislation. Any payment beyond this is at the discretion of the business.

Medical appointments. We're a fair company. We don't expect you to use annual leave for routine doctor's appointments, hospital visits or surgery. Just let your creative lead know in advance and submit an annual leave request for the time. We'll mark it as non-deducting so it won't come off your balance.

If you're struggling with your health, physical or mental, please don't hesitate to reach out. We'd rather support you early than have you push through.

Quarterly operates as a fully remote business. There is no fixed office, and team members are free to work from wherever they can perform their role effectively.

Your workspace. You are responsible for ensuring your working environment is suitable and safe. We recommend following DSE (Display Screen Equipment) guidance when setting up your desk: take regular screen breaks, check your posture, and ensure adequate lighting. If you have any concerns about your setup or need support making adjustments, speak to your manager.

Staying connected. Remote working works best when communication is deliberate. Use Slack for day-to-day messages, keep your calendar up to date, and flag if you're going to be unavailable during core hours. Use a proper webcam and mic for client calls. No echoey laptop mics.

Flexible working. We support flexible working where it works alongside your responsibilities and client commitments. If you'd like to adjust your working pattern, speak to your manager and we'll do our best to accommodate it.

Working abroad. If you're planning to work outside the UK, let your manager know in advance (tax and insurance reasons). Extended stays need prior approval. We also meet in person for occasional team days, with dates in the shared calendar well ahead.

Good communication is one of the things that makes a remote team work well. Here's how we do it at Quarterly:

• Slack is our primary tool for day-to-day team communication. Keep your status updated and respond to messages quickly during working hours. Use channels appropriately so conversations are easy to find.
• Email (Gmail) is used for client-facing communication and anything that needs a more formal record. Respond promptly and professionally. This is often the first impression a client has of the team.
• Video calls are used for internal meetings, client check-ins, and onboarding. Keep your calendar up to date so others can book time with you efficiently.

Response expectations. We move quickly, and clients feel it when we're slow. Aim for the following during working hours:

• Slack: within 1 hour, unless you're on a lunch break.
• Client emails: within half a working day, ideally faster.
• Task comments in the portal: within a couple of hours where possible, even if it's just an acknowledgement.

Out-of-hours messages don't require an immediate response unless flagged as urgent. If you're going to be offline or unreachable for any period during core hours, let your manager and relevant team members know in advance.

Accurate time logging helps us understand where our team's capacity is going, price our services fairly, and deliver for clients efficiently.

Log time as soon as you finish working on a client account. Don't wait until the end of the day, and don't try to reconstruct it the next morning. The moment you're done with a task, log the time using the time log feature built into this portal. It's the only way the data stays accurate.

• Log time against the task you worked on, not a general bucket.
• Round to the nearest 15 minutes. Breaks and admin don't get logged to clients.
• If you're between briefs, log time against your internal admin ticket.

Time logged against client accounts feeds directly into delivery reporting and capacity planning, so accuracy matters. If you're unsure how to categorise a piece of work, check with your manager.

Your monthly hours show up on your dashboard. If a client is running close to their cap, flag it to your manager early. Don't silently absorb the overage.

The following tools are used across the Quarterly team. Access is granted as part of your onboarding and should only be used for work purposes.

Project management is portal-first. Default to this portal for all client and internal work. Some legacy client accounts may still use external tools; if you're working on one of those, your manager will advise.

Access and security. Quarterly-issued laptops are enrolled in Apple Business Manager for device management. Don't attempt to unenrol a Quarterly device or circumvent MDM controls. We don't apply MDM to personal devices, but if you're using your own machine for any work, we expect you to keep up with sensible security practice (OS updates, full-disk encryption, screen lock, 2FA).

Access to tools is role-based. If you need access to something not currently available to you, submit a request to your manager. Tool accounts must not be shared with anyone outside the business.

When you leave Quarterly, all access will be revoked promptly. You are required to return any company hardware and remove all company data from personal devices.

At Quarterly, our own brand is as important as the work we do for clients. Every piece of output, whether for a client or for the business itself, should reflect our standards.

As a team member, you are a representative of the Quarterly brand. This means:

• Using approved brand assets, fonts, and colour palettes when producing anything under the Quarterly name.
• Maintaining consistency across all client-facing and public-facing materials.
• Not creating or distributing materials that use the Quarterly name or brand without approval.

Day-to-day standards for client work:

• Folders and storage: everything in Google Drive should be kept organised. Mirror the existing client folder structure. If you're setting something new up, ask before you create.
• Files themselves: organise your working files sensibly and follow best practice for whatever tool you're working in. If you're uncertain about anything you're creating, just ask.
• Client brand guidelines: read them before you start. If they don't exist, ask.
• Review before handoff: self-review, peer-review for anything client-facing, lead review for major deliverables. It never hurts to ask for a second pair of eyes on something before it goes out. Unless you're really confident, get someone to look it over.
• Version naming: Client_Project_v01, v02, etc. No final_final_v3 files.
• Rights and licences: only use fonts, images and assets we have rights to. When in doubt, don't.

If you're working on anything that involves the Quarterly brand itself (social content, pitch materials, proposals, or anything outward-facing), please align with James, our Creative Director, before publishing or sharing externally.

Protecting Quarterly's systems and our clients' data is everyone's responsibility.

Passwords and access. Use strong, unique passwords for all work accounts. Enable two-factor authentication (2FA) on everything: Google, Slack, Figma, and any other tool that supports it. Never store passwords in a doc, a Slack message or an email. Don't share login credentials with anyone.

Devices. Quarterly-issued laptops must be enrolled in Apple Business Manager. Keep the operating system and software up to date, enable full-disk encryption (FileVault on Mac, BitLocker on Windows), and don't install unapproved software on company hardware. Lock your screen when you step away. We don't enrol personal devices, but if you're using your own machine for any work, we still expect you to follow sensible security practice.

Data handling. Client data must only be stored on approved, GDPR-compliant platforms (e.g. Google Drive). Don't store client data on personal devices or share it via unapproved channels. Access to client data is restricted to team members who need it for their work. Don't discuss client specifics publicly or on social. NDAs are real.

Reporting a security incident. If you suspect a data breach, accidental data exposure, a lost device, or a security incident of any kind, report it to Oliver immediately. Don't attempt to handle it yourself. Quarterly has a Data Breach Response Plan in place and must notify affected parties within 72 hours where required. Faster is safer.

Leaving the business. On departure, all company data must be deleted from personal devices and confirmed in writing. All tool access will be revoked on your final day.

We expect everyone at Quarterly to behave with honesty, respect, and professionalism, towards colleagues, clients, and the wider public.

How we treat each other. We're building a team where people feel safe, valued, and able to do their best work. Bullying, harassment, discrimination, or any behaviour that undermines a colleague will not be tolerated. Disagree on the work, not the person. Feedback is about the thing we made, not who made it.

How we represent the business. What you say and do as a Quarterly team member reflects on the company. This applies in client communications, on social media, and in any public forum. Use your judgement and, when in doubt, check before posting or sharing.

Conflicts of interest. You should not take on work for any competitor of Quarterly, or engage in any activity that could conflict with your duties here, without prior written consent.

Confidentiality. You have access to confidential information about Quarterly and its clients. This must not be shared with anyone outside the business, used for personal gain, or disclosed after you leave. Your employment contract sets out these obligations in full.

Raising a concern. If you witness or experience something that doesn't feel right, please raise it. You can speak to your manager directly, or to Oliver if the concern involves your manager. All concerns will be handled sensitively and without retaliation.

Not sure where to turn? Here's a quick guide:

For anything urgent, reach Oliver directly. Missing something from this handbook? Ping #general on Slack and we'll add it.