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New Hire – Onboarding
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New Hire – Onboarding

What to do when an employee accepts a position at Aspire
1
PRIOR TO OFFER LETTER:
2
Personal Information and Consent to Background Check Forms are printed/emailed to interviewee
3
Forms are received
4
Submitted for background + credit check
5
Background + Credit check results are received and sent to the hirer
6
All forms are emailed over to Martina at eeCPA and uploaded into Gusto, under the interviewee's folder
7
GUSTO - PAPERWORK:
8
Martina at eeCPA is informed of the new hire
9
Offer Letter
10
A-4 Form
11
Aspire Cell Phone Policy
12
Aspire FAQ's
13
Aspire Handbook
14
Employee Credit Card Usage Agreement
15
I-9 Form
16
Mutual NDA
17
Direct Deposit
18
W-4 Form
19
AFTER OFFER LETTER/PRIOR TO START DATE:
20
Welcome email to the team from hirer
21
Favorite Things Form
22
COMPUTER:
23
Identify computer for new employee
24
Set-up new user
25
Install Nexa, Born Ready or current Aspire fonts
26
Asana
27
Egnyte
28
Expensify
29
FedEx
30
GoDaddy Microsoft Office 365
31
Practice Ignition
32
USPS
33
Zoho - CRM
34
Zoom
35
Printer Settings
36
New hire HELP! doc
37
DESK: Assign space for new employee
38
Place a few items from “Favorite Things” on desk
39
Aspire…to books (shine signed by renie)
40
Journal
41
Pens
42
Pencils
43
Pen/Pencil Holder
44
Post-Its
45
Scissors
46
Stapler
47
Streamers on/around the desk
48
Swag (aspiration book, shine pen, button, etc.)
49
Tape + Dispenser
50
Updated directory
51
Welcome sign
52
You are... aspire sign
53
MISCELLANEOUS:
54
Add emplyee to Aspire directory
55
Add employee to Aspireversary / Birthday List
56
Add employee to any future meetings that should include them (TPM, etc.)
57
Add to leadership tips
58
Provide a hard copy and link of the Aspire Style Guidelines
59
Add the employee to printer/email scan
60
Communicate logistics to the entire team (schedules, job duties, etc.)
61
Order of onboarding
62
90 DAYS OUT:
63
Medical Insurance - United Healthcare
64
Dental Insurance - Guardian
65
Verizon

PRIOR TO OFFER LETTER:

Forms are received

Submitted for background + credit check

Background + Credit check results are received and sent to the hirer

All forms are emailed over to Martina at eeCPA and uploaded into Gusto, under the interviewee’s folder

  • 1

    Personal Information Form
  • 2

    Consent to Background Check Form
  • 3

    Results from Background + Credit Check

GUSTO – PAPERWORK:

Martina at eeCPA is informed of the new hire

Offer Letter

A-4 Form

Aspire Cell Phone Policy

Aspire FAQ’s

Aspire Handbook

Employee Credit Card Usage Agreement

I-9 Form

Mutual NDA

Direct Deposit

W-4 Form

AFTER OFFER LETTER/PRIOR TO START DATE:

Welcome email to the team from hirer

Favorite Things Form

  • 1

    Printed/emailed to the employee
  • 2

    Form received from the employee
  • 3

    Uploaded into the employee’s folder on Gusto

COMPUTER:

Identify computer for new employee

Set-up new user

Install Nexa, Born Ready or current Aspire fonts

Asana

  • 1

    Username/Password Created
  • 2

    Invitation accepted
  • 3

    Logged in from new employees computer
  • 4

    Password saved
  • 5

    Bookmark saved

Egnyte

  • 1

    Username/Password Created
  • 2

    Software downloaded onto the employer’s computer
  • 3

    Logged in
  • 4

    Password Saved

Expensify

  • 1

    Username/Password Created
  • 2

    Invitation accepted
  • 3

    Logged in from new employees computer
  • 4

    Password Saved
  • 5

    Bookmark Saved

FedEx

  • 1

    Logged in from new employees computer
  • 2

    Password saved
  • 3

    Bookmark saved

GoDaddy Microsoft Office 365

  • 1

    Username/Password Created
  • 2

    Logged in from new employees computer
  • 3

    Microsoft Office365 apps downloaded
  • 4

    Microsoft Office 365 opened
  • 5

    Fonts selected
  • 6

    Signature saved
  • 7

    Password saved
  • 8

    Bookmark saved (online email)

Practice Ignition

  • 1

    Username/Password Created
  • 2

    Invitation accepted
  • 3

    Logged in from new employees computer
  • 4

    Password saved
  • 5

    Bookmark saved

USPS

  • 1

    Logged in from new employees computer
  • 2

    Password saved
  • 3

    Bookmark saved

Zoho – CRM

  • 1

    Username/Password Created
  • 2

    Invitation accepted
  • 3

    Logged in from new employees computer
  • 4

    Password saved
  • 5

    Bookmark saved

Zoom

  • 1

    Username/Password Created
  • 2

    Invitation accepted
  • 3

    Logged in from new employees computer
  • 4

    Password saved
  • 5

    Bookmark saved

Printer Settings

  • 1

    Default – 1 Sided in B&W – Copy
  • 2

    1 Sided in Color – Cardstock
  • 3

    2 Sided in Color – Cardstock
  • 4

    1 Sided in B&W – Cardstock
  • 5

    2 Sided in B&W – Cardstock
  • 6

    1 Sided in Color – Copy
  • 7

    2 Sided in Color – Copy
  • 8

    1 Sided in B&W – Copy
  • 9

    2 Sided in B&W – Copy
  • 10

    Manual settings
  • 11

    Poster settings

New hire HELP! doc

  • 1

    Asana
  • 2

    COX Security (cameras)
  • 3

    Zoho – CRM
  • 4

    Practice Ignition
  • 5

    Expensify
  • 6

    Egnyte
  • 7

    Office365

DESK: Assign space for new employee

Place a few items from “Favorite Things” on desk

Aspire…to books (shine signed by renie)

Journal

Pens

Pencils

Pen/Pencil Holder

Post-Its

Scissors

Stapler

Streamers on/around the desk

Swag (aspiration book, shine pen, button, etc.)

Tape + Dispenser

Updated directory

Welcome sign

You are… aspire sign

MISCELLANEOUS:

Add emplyee to Aspire directory

Add employee to Aspireversary / Birthday List

Add employee to any future meetings that should include them (TPM, etc.)

Add to leadership tips

Add the employee to printer/email scan

Communicate logistics to the entire team (schedules, job duties, etc.)

Order of onboarding

  • Someone certified should be in office during first week to go over programs
  • “Being Aspire” from everyone’s perspective and everyone’s role (schedule permitted, of course)
    • Mission, Vision, Values
  • Aspire Brand 
    • Website
    •  Collateral
    • Voice
  • Programs (play, different programs, etc.)
  • Job duties and how it connects to everyone’s role
  • Technology and how it is applied to the job and company (Asana, Microsoft, ZoHo, Google, Practice Ignition, Expensify, etc.)

o

90 DAYS OUT:

Medical Insurance – United Healthcare

  • 1

    Reminder set on the calendar
  • 2

    Email notification sent to the employee to opt in or out
  • 3

    Notification sent to Martina at eeCPA on employee selection and the monthly amount

Dental Insurance – Guardian

  • 1

    Reminder set on the calendar
  • 2

    Email notification sent to the employee to opt in or out
  • 3

    Notification sent to Martina at eeCPA on employee selection and the monthly amount

Verizon

  • 1

    Reminder set on the calendar
  • 2

    Email notification sent to the employee to opt in or out

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