A clear step-by-step process for hiring, onboarding, and integrating new team members.
1. Offer Process
1.1 Job Description
The Head of the team, together with Operations, drafts the Job Description (JD) for the role. Once finalized, the JD is shared with the recruiter or published on the Careers Page in Notion under the corresponding department.
1.2 Candidate Selection
Once a candidate is selected:
- Sebastian and Elizabeth request HR to prepare the Offer Letter, using the Offer Letter template.
- The Offer Letter is sent to the Executive Team for approval.
- Once approved, HR sends the Offer Letter by email, and the candidate also receives it via DocuSign for signature.
- HR waits for the candidate to accept the offer, then marks the candidate as Hired in ClickUp.
1.3 Contract Process
Once the offer is accepted:
- HR / Crunchfirm (Bailey) invites the candidate to create their Rippling account to sign the contract digitally.
- We email Crunchfirm to let them know about the new hire, including the Rippling Document Template and the required new-hire information.
- After the contract is signed, HR schedules the onboarding call.
2. Onboarding Process
2.1 Before the start date
- Two business days before: reach out to the person the new hire will report to, to build the first-week agenda.
- One business day before: once HR has the new hire's credentials, send the Welcome Email, including the first-week agenda, instructions to access company accounts, calendar invites for onboarding meetings, Brand Book & Handbook training info, and Rippling training links (employees, contractors, managers).
- Equipment: if a company computer or equipment was requested and approved, HR records the device details in the employee/contractor contract.
2.2 On the start date
- HR Onboarding Call: HR runs the call and asks the new hire to introduce themselves, for the welcome message and the Onboarding Presentation.
- System Access: add the new hire to Notion Team Home (view access only), Slack, Buildbetter, and ClickUp (check with the manager).
- Manager Introduction: after the call, HR introduces the new hire to their manager via Slack so they can begin collaborating.
- Welcome Message: HR posts a welcome message in the #general Slack channel to introduce the new hire to the company.
- Post-Onboarding Email: HR sends the Onboarding Presentation (PDF) and the Team Home Page in Notion.
Example welcome message: "Hi everyone @channel — Please join me in welcoming [name] to the team! They're joining us as [job title]. [Fill in: a short background and a few fun facts about them] We're very excited to have them join and look forward to everything they'll bring to the team! Welcome to Plei! ⚽"
Don't forget: add a Canva graphic with the new employee/contractor's info and photo alongside the welcome message post.
First week
By the end of the first week, HR checks in with the new hire to confirm:
- All required system accesses have been granted.
- They understand their onboarding plan.
- No technical issues are present.
30-day check-in
HR schedules a 30-day follow-up to review the onboarding experience, address questions or challenges, and ensure smooth integration into the team.