New Contractor Onboarding and Setup

SOP #HR# - revised 2018.08.23

Introduction:

Find Documents for New Contractor

New Contractor Setup:

Contact the new contractor

Request new contractor to sign 4 documents

Counter-sign the 3 documents - Jim

File counter-signed docs in Google Drive

Email counter-signed documents to new contractor

Set up new contractor email:

Assign and setup @tropy.net email account

Email the new contractor with email setup instructions from Jim

Set up additional Xtropy account access:

Asana

Harvest

Google Drive (if applicable)

DropBox folders (if applicable)

Google Ads MCC account (if applicable)

Wave Accounting (for direct deposit)

New Contractor Orientation:

Orientation Welcome and Video from Jim Hammerel

Determine contractor's start date (usually excludes setup)

Introduce to Other Xtropy Team Members

Invite new contractor to first Xtropy Weekly Team Meeting

Q & A

Resources:

Relevant Checklists:

Introduction:

It's impossible to overstate the value of a good contractor onboarding process.

Done correctly you can ensure that no time is wasted through confusion (on either the contractor or manager's side) and help the contractor to be as efficient as possible from day one.

While the onboarding process may vary drastically from position to position at Xtropy Web Marketing, there are a few constants which will always present themselves.

So, let's get started with onboarding your new contractor.

Find Documents for New Contractor

Link to Google Drive > New Contractor Documents folder

https://drive.google.com/file/d/1QfY-sXD-1th6RmyR_nI5WzDmifJ_J5Sy/view?usp=sharing

1

Xtropy Google Drive > Xtropy Contractor Agreement
2

Xtropy Google Drive > Non-Compete and Non-Disclosure Agreement
3

Online > Form W-9 at https://www.irs.gov/pub/irs-pdf/fw9.pdf
4

Xtropy Google Drive > Bank ACH Form

New Contractor Setup:

Contact the new contractor

The first step is to touch base with the new contractor. Use the form fields below to record their name and email (or other contact detail), along with the date of the first meeting.

New Contractor Name

New Contractor Email

Meeting Date

Schedule a time for the new contractor to meet with you and make sure to mark the date and time on Xtropy's Google Calendar.

Request new contractor to sign 4 documents

Next up when performing employee onboarding, you need to request extra information (if not already obtained). Tick off (or edit) the sub-checklist below as necessary.

1

Xtropy Contractor Agreement
2

Non-Compete and Non-Disclosure Agreement
3

Form W-9
4

Bank ACH Info

Once you receive the 4 documents, email them to Jim Hammerel who will then put in Google Drive

Counter-sign the 3 documents - Jim

Next, have Jim Hammerel counter-sign the 3 documents below:

1

Xtropy Contractor Agreement
2

Non-Compete and Non-Disclosure Agreement
3

Form W-9

File counter-signed docs in Google Drive

1

Put all 3 docs in Google Drive > Staff folder
2

Retain Form W-9 for EOY tax prep

Email counter-signed documents to new contractor

Set up new contractor email:

Arrange the drug screening so that it is scheduled as soon as possible (usually within 24-48 hours from job offer). Record this date using the form field below.

Add to Company's Google Calendar as well.

Drug Screening Date

Make sure you obtain results from drug screening before the candidate’s start date. Record the results with the dropdown form field below.

Drug Test Results

Assign and setup @tropy.net email account

1

Go to SiteGround hosting cPanel > Email Accounts
2

Set up email typically as.... [email protected]
3

Copy and send configuration settings to contractor to set up email account access