Team Member Onboarding

This process is what we follow to add new members to the team

Send Contact to the new hire.

Pick a template in this folder and update the details accordingly.

Save this copy to the folder but once signed, upload the contract in HR Partner.

https://civicexcellence.hrpartner.io/

To set up a new hire, you'll need admin access to Gsuite, Admin access in ClickUp and access to Tracey's Lastpass account (or you'll need to assign this to Tracey).

Note - you will need to log into both your accounts on Gmail and LastPass, and the New Employee's accounts to accept invitations and ensure their passwords are being saved to their LastPass. You will need to be logged in as yourself to send the proper invitations.

Be sure you have your LastPass PW saved.

Log into your Google account and access the admin page here - https://admin.google.com

Follow the process listed here: https://app.process.st/workflows/SOP-Add-New-Email-User-to-Google-Suite-for-GSuite-Admins-only-mYKM_y-9jrKm7ELWfqxFTQ/view/tasks/gNr2R-fhvqvDmNy0FJJOLg 

Log into the employee's email account and create a new password. Save in LastPass after the next step is completed. 

If MAC 

If Windows

Set up the new team member using the steps outlined here https://docs.clickup.com/en/articles/1049125-how-to-add-people-to-my-workspace 

Please set up the person as a New Member, not a Guest, unless otherwise specified. NOTE - you will need to log back into the New Employee's Gmail and LastPass to accept the invitation and save the New Employee's ClickUp password.

Set up as a Member - https://slack.com/intl/en-ca/help/articles/201330256-Invite-new-members-to-your-workspace 

Set up as a member on CE and LTDF

Using the New Employee's email and name, register them as a new learner.

Then assign to Joseph - Set the Employee up as a learner in Supervisory course.

New Team Member LastPass Set Up - use your company email and the password set to you to log in.

Please add a profile picture to each of the individual accounts set up -please only use your first name as your screen name.

Set up free account here and make sure to add the chrome extension https://app.grammarly.com/

There is a template in clickup to use for the new hire - doublecheck that there's nothing that needs updating since the previous hire or any role specific changes.

Copy the "Onboarding Team Member" template in clickup and create a list in Operations with their specific info.

Set up a schedule of the onboarding call and send Zoom link.

TEMPLATE - Please edit to include relevant passwords

Hi xxxx,

I have sent over an invite for tomorrow's call so we can start giving you an overview of the company, our processes and the tools needed.

Before that call, please set the following systems up. All of these are free tools but you will need to use Google Chrome on your computer and must install a few Chrome Extensions.

1. Gmail - Please log into your G-Suite first, specifically your Gmail.
   1. Your email is: [email protected]
   2. Your password is: g2446OA0CreI
2. LastPass - This is how we share credentials to tools so if you can set this up asap, that would be great so we can already share logins to the tools you need. Please install the Chrome extension onto your computer and log in to be able to access CE passwords.
   1. Your temporary password for LastPass is: C.cDU!TNEyJf6M8
   2. You can install the Chrome extension by clicking this link: https://chrome.google.com/webstore/detail/lastpass-free-password-ma/hdokiejnpimakedhajhdlcegeplioahd 
3. Grammarly - This is software that will help you capture grammatical errors. Please download this yourself, create an account, install the Chrome extension and set Grammarly to Canadian English.
4. ClickUp - This is how we manage our tasks. Please log into your Gmail and accept the invitation in your inbox to set up your account.
5. Go through all of the videos on the Searchie Onboarding site.
6. Explore the Academy site - your log-in information can be found in LastPass. Please briefly look at the Course “Local Government Supervisory Essentials”.
7. Google Drive - Please log in and examine the Shared drives available to you. It is essential that any documents you create are created using Google Docs and Sheets, not Word or Excel, and are created using your Paragon email account. 

This section only if not through an agency

Bank Information - We send salaries through Plooto. To set this up for you, please send over the following information:

• Your full name as stated in your bank records
• Bank Name:
• Account Number:
• Swift/BIC Code
• Complete Address as stated in your bank records
• Phone Number
• Email Address

--

Prior to the call tomorrow, please spend time watching these video overviews of the project management systems that we use in CE:

ClickUp:

• ClickUp: https://www.youtube.com/watch?v=tcmhQnbuHlM&feature=youtu.be
• ClickUp Notifications:  https://docs.clickup.com/en/articles/873389-notifications

Process.st:

• Process.st 1: https://www.youtube.com/watch?v=BNP86TerRHY&feature=youtu.be
• Process.st 2: https://www.youtube.com/watch?v=Uzn9_IkPhmU&list=PLgRuQJWGqhsT2-R3IKQFXCIEJSB6x9qgo&index=2
• Process.st 3: https://www.youtube.com/watch?v=UEwpikkeHjQ&list=PLgRuQJWGqhsT2-R3IKQFXCIEJSB6x9qgo&index=7
• Process.st 4: https://www.youtube.com/watch?v=xyBKV35D9aI

We also leverage in our systems' and tools' communities so we encourage engaging with them when we need help, if we have queries and to learn of their best practices. Can you please join these Facebook Groups:

• LTDF: https://www.facebook.com/groups/lifetimetechdeals/
• ClickUp - https://www.facebook.com/groups/ClickUppers/
• BuddyBoss - https://www.facebook.com/groups/buddyboss/
• LearnDash - https://www.facebook.com/groups/1020920397944393/

You can take note of the time you spent on these and we will load them on ClickUp once you have access to it and once we walk you through on how to use the tool tomorrow.

We hope this long list does not overwhelm you 🙂 It is just easier if you have some overview of the tools before our conversation but I will surely walk you through this once we speak.

TANNER I DON'T THINK THIS IS ACCURATE

Once you have accomplished the task in the previous step, assign this step to Tracey to trigger the request for her to process these.

(Update this list as needed, as mentioned in the previous step).