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This step involves onboarding applicants once they have committed to joining WISE.

In the 'Applications' sheet, review the applications whose statuses are the following:

  • 4 Accepted: To onboard
  • 5 Instructions sent: Awaiting action
  • 5 Invites sent: Awaiting action
  • 5 No action: Checked in


Situation

Action (See below for message templates)

Update 'Stage' to

Update 'Status' to

To onboard applicantSend onboarding instructions

5 Onboarding

5 Instructions sent: Awaiting action

Applicant has not submitted account creation formSend reminder

5 Onboarding

5 No action: Checked in

Applicant submitted account creation formSet up accounts

5 Onboarding

5 Invites sent: Awaiting action

Applicant has not joined Slack
OR
Applicant has joined Slack but has not responded to any messages
Send reminder

5 Onboarding

5 No action: Checked in

Applicant has joined Slack and responded to welcome message. Send welcome message on Slack

5 Onboarding

5 Onboarded: Closed

Applicant did not respond to remindersClose case

5 Onboarding

5 No response: Closed

.

 Communicating with applicants

 Before composing your email

  • Use your WISE email address. If you do not have one, request a Google account here.
  • Download WISE’s email signature here, by opening it up in your browser and copying it to your Gmail settings. Alternatively, ask a team member to forward the signature to you. You do not have to include your phone number if you are uncomfortable doing so.
  • Connect your inbox to Hubspot. If you do not have a Hubspot account, ask the HR Team.
  • Replace [NAME OF APPLICANT], [EMAIL SIGNATURE] and other text bold and italicised in square brackets with your own details.

 Message templates

While the templates account for the most common scenarios, they do not cover less common scenarios. In such cases, use your judgement to respond accordingly. 


Body

Dear [NAME OF APPLICANT],

We are pleased to welcome you to the WISE family!

To get started, you will set up your WISE accounts, and complete an 'Onboarding for volunteers' course. There are two ways to do this.

Option A: Schedule a 20-minute call where we will set up the accounts together

Click this link to book a suitable time. We will create your accounts on Slack, Confluence/Jira, and Google Drive, show you where to find the onboarding course, and answer any other questions you may have.

If this is your first time using these apps, we recommend using this option.

Option B: Set up the accounts yourself

Submit this Google Form to let us know what email address and username you would like to use to access WISE’s Slack, Confluence/Jira, and Google Drive. Within a week, you will receive activation emails for Slack and Confluence. Please monitor your inbox as some links expire within 48 hours. After you have created your accounts, go to the Learning Centre and complete the 'Onboarding for volunteers' course. 

Refer to this guide for step-by-step instructions.

If you are familiar with these apps or technology in general, we recommend this option. 

Best regards,
[YOUR NAME]

Next steps

  • Update status to 5 Instructions sent: Awaiting action
  • After the applicant submits their Google Form, create their access to WISE's platform

.

Body

Dear [NAME OF APPLICANT],

We are pleased to welcome you to the WISE family!

To get started, you will set up your WISE accounts, and complete an 'Onboarding for volunteers' course. There are two ways to do this.

Option A: Schedule a 20-minute call where we will set up the accounts together

Click this link to book a suitable time. We will create your accounts on Slack, Confluence/Jira, and Google Drive, show you where to find the onboarding course, and answer any other questions you may have.

If this is your first time using these apps, we recommend using this option.

Option B: Set up the accounts yourself

Submit this Google Form to let us know what email address and username you would like to use to access WISE’s Slack, Confluence/Jira, and Google Drive. Within a week, you will receive activation emails for Slack and Confluence. Please monitor your inbox as some links expire within 48 hours. After you have created your accounts, go to the Learning Centre and complete the 'Onboarding for volunteers' course. 

Refer to this guide for step-by-step instructions.

If you are familiar with these apps or technology in general, we recommend this option. 

Consent from parent/guardian

Do note that as part of the onboarding process, volunteers will be required to submit a volunteer agreement. Volunteers below 16 years old will also be required to obtain consent from a parent/guardian. If your parent/guardian has any questions or concerns, they can contact us at this email with their questions or to a arrange a call.

Best regards,
[YOUR NAME]

Next steps

  • Update status to 5 Instructions sent: Awaiting action
  • After the applicant submits their Google Form, create their access to WISE's platforms

.

Body

Dear [NAME OF APPLICANT],

We are pleased to welcome you to the WISE family!

To get started, you will set up your WISE accounts, and complete an 'Onboarding for volunteers' course. There are two ways to do this.

Option A: Schedule a 20-minute call where we will set up the accounts together

Click this link to book a suitable time. We will create your accounts on Slack, Confluence/Jira, and Google Drive, show you where to find the onboarding course, and answer any other questions you may have.

If this is your first time using these apps, we recommend using this option.

Option B: Set up the accounts yourself

Submit this Google Form to let us know what email address and username you would like to use to access WISE’s Slack, Confluence/Jira, and Google Drive. Within a week, you will receive activation emails for Slack and Confluence. Please monitor your inbox as some links expire within 48 hours. After you have created your accounts, go to the Learning Centre and complete the 'Onboarding for volunteers' course. 

Refer to this guide for step-by-step instructions.

If you are familiar with these apps or technology in general, we recommend this option. 

Best regards,
[YOUR NAME]

Next steps

  • Update status to 5 Instructions sent: Awaiting action
  • After the applicant submits their Google Form, create their access to WISE's platform

.

.

Body

Dear [NAME OF APPLICANT],

We are pleased to welcome you to the WISE family!

To get started, you will set up your WISE accounts, and complete an 'Onboarding for staff, trainees, and interns' course. There are two ways to do this and you can choose to do it before or on your first day of work. 

Option A: Schedule a 20-minute call where we will set up the accounts together before or on your first day of work

Click this link to book a suitable time. We will create your accounts on Slack, Confluence/Jira, and Google Drive, show you where to find the onboarding course, and answer any other questions you may have.

If this is your first time using these apps, we recommend using this option.

Option B: Set up the accounts yourself before your first day of work

Submit this Google Form to let us know what email address and username you would like to use to access WISE’s Slack, Confluence/Jira, and Google Drive. Within a week, you will receive activation emails for Slack and Confluence. Please monitor your inbox as some links expire within 48 hours. After you have created your accounts, go to the Learning Centre and complete the 'Onboarding for staff, trainees, and interns' course. 

Refer to this guide for step-by-step instructions.

If you are familiar with these apps or technology in general, we recommend this option. 

Kick-off meeting

Please use this link to book a kick-off call with WISE on your first or second day. You should plan to finish your onboarding by then.

Best regards,
[YOUR NAME]

Next steps

  • Update status to 5 Instructions sent: Awaiting action
  • After the applicant submits their Google Form, create their access to WISE's platforms

.

Body

Dear [NAME OF APPLICANT],

We noticed that you have not set up your accounts. Please refer to this guide for step-by-step instructions or schedule a 20-minute call so we can set up your accounts together.

Best regards,
[YOUR NAME]

Next steps

  • Update status to 5 No action: Checked in
  • After the applicant submits their Google Form, create their access to WISE's platforms

.

Body

Dear [NAME OF APPLICANT],

How are you? We would like to check if you are still keen on working with WISE? Looking forward to hearing from you.

Best regards,
[YOUR NAME]

Next steps

Update status to 5 No response: Closed

.

.

Body

Dear [NAME OF APPLICANT],

We noticed that you have not joined Slack. If you are facing any issues, this step-by-step guide may help. Alternatively, schedule a 20-minute call so we can set up your accounts together.

Best regards,
[YOUR NAME]

Next steps

  • Update status to 5 No action: Checked in
  • After the applicant submits their Google Form, create their access to WISE's platforms

.

Body

Dear [NAME OF APPLICANT],

How are you? We would like to check if you are still keen on working with WISE? Looking forward to hearing from you.

Best regards,
[YOUR NAME]

Next steps

Update status to 5 No response: Closed

.

.

Notes
  • Send this message on Slack
  • Include the team members who were involved in the applicant's recruitment in the direct message

Body

Hi [NAME OF APPLICANT],

Welcome to WISE! We will connect you with the relevant roles, projects, and tasks shortly.

In the meantime, if you haven't completed the onboarding module, please go to the Confluence Learning Centre ➤ Onboarding for volunteers. 

Do also feel free to join these interest and location-based groups to connect with other like-minded team members!

#cop_wash
#cop_environment
#cop_research
#interestgrp_artsandcrafts
#interestgrp_books
#interestgrp_dance
#interestgrp_fitness
#interestgrp_food
#interestgrp_games
#interestgrp_globaldevelopment
#interestgrp_history
#interestgrp_languages
#interestgrp_memes 
#interestgrp_movies
#interestgrp_music
#interestgrp_nature
#interestgrp_pets
#interestgrp_photography
#interestgrp_podcasts
#interestgrp_riddles
#interestgrp_socialentrepreneurship
#interestgrp_stem
#interestgrp_sports
#interestgrp_travel
#interestgrp_tv
#supportgrp_permanentheaddamage
#seasia
#seasia_cambodia
#seasia_indonesia
#seasia_malaysia
#seasia_myanmar
#seasia_philippines
#seasia_singapore
#seasia_singapore_nus
#seasia_singapore_smu
#seasia_singapore_suss
#seasia_thailand
#seasia_vietnam
#southasia
#southasia_bangladesh
#southasia_india
#eastasia
#eastasia_japan
#eastasia_korea
#europe
#africa
#northamerica
#oceania_anz

Next steps

  • Update status to 5 Onboarded: Closed once applicant has joined Slack
  • Ensure that the respective team members get the applicant (new team member) kickstarted on their role, project, or team 

.

Notes
  • Send this message on Slack
  • Include the team members who were involved in the applicant's recruitment in the direct message

Body

Hi [NAME OF APPLICANT],

Welcome to WISE. Hope you are looking forward to your first day!

In the meantime, if you haven't completed the onboarding module, please go to the Confluence Learning Centre ➤ Onboarding for staff, trainees and interns. 

Do also feel free to join these interest and location-based groups to connect with other like-minded team members!

#cop_wash
#cop_environment
#cop_research
#interestgrp_artsandcrafts
#interestgrp_books
#interestgrp_dance
#interestgrp_fitness
#interestgrp_food
#interestgrp_games
#interestgrp_globaldevelopment
#interestgrp_history
#interestgrp_languages
#interestgrp_memes 
#interestgrp_movies
#interestgrp_music
#interestgrp_nature
#interestgrp_pets
#interestgrp_photography
#interestgrp_podcasts
#interestgrp_riddles
#interestgrp_socialentrepreneurship
#interestgrp_stem
#interestgrp_sports
#interestgrp_travel
#interestgrp_tv
#supportgrp_permanentheaddamage
#seasia
#seasia_cambodia
#seasia_indonesia
#seasia_malaysia
#seasia_myanmar
#seasia_philippines
#seasia_singapore
#seasia_singapore_nus
#seasia_singapore_smu
#seasia_singapore_suss
#seasia_thailand
#seasia_vietnam
#southasia
#southasia_bangladesh
#southasia_india
#eastasia
#eastasia_japan
#eastasia_korea
#europe
#africa
#northamerica
#oceania_anz

Next steps

  • Update status to 5 Onboarded: Closed once applicant has joined Slack and sent a message
  • Ensure that the respective team members get the applicant (new team member) kickstarted on their role, project, or team 

.

Before sending your email

  • Check that the information is correct before sending, particularly dates, times, and time zones.
  • Ensure you have ticked the 'Log' checkbox to log the email to Hubspot.
  • Ensure that you have cc'ed hr@washinseasia.org.

Creating accounts

Submissions to the ‘Account Creation’ Google Form are automatically updated in the ‘Applications’ sheet ⮞ ‘Account creation’ tab. Click here for instructions on how to be notified by email for new form responses.


Do this if the answer to the question 'Would you like to create a WISE Google Workspace account to access our platforms?' is 'Yes'.

1️⃣ Go to Google Admin ⮞ ‘Users’. If you do not have access, check that you have been assigned the ‘User Management Administrator' role in Google Workspace.

2️⃣ Click ‘Add new user’

3️⃣ Enter the person's details according to the details they provided and click 'Add new user':

  • First name = Preferred first name
  • Surname = Preferred last name
  • Primary email = Preferred username (in small caps)
  • Secondary email = Personal email address

4️⃣ Click 'Preview and send'


5️⃣ Click 'Send'

6️⃣ Click 'Done'

1️⃣ Go to the WISE family Google Groups members page. If you do not have access, check whether you are using a WISE Google Workspace account and have been assigned the Manager role.

2️⃣ Click 'Add members'


3️⃣ Input the following details

Group membersPreferred email address (WISE Google Workspace email if they requested one, or personal email)
Welcome messageHi there! You have been added to the WISE family mailing list. The mailing list will be used to send occasional announcements as well as the monthly volunteer newsletter. The list also facilitates your access to WISE's Google Shared Drives. 
SubscriptionEach email
Directly add membersYes

.

4️⃣ Click 'Add members'

5️⃣  For staff and interns, go to the Minions Google Group members page and kindly follow the same instructions as 2️⃣, 3️⃣ (remember to replace the welcome message with "Hi there! You have been added to the Minions mailing list." and 4️⃣ . 

1️⃣ Go to WISE's Slack workspace.

2️⃣ Click 'WISE' ⮞ 'Invite people to WISE'. If you do not have access, check that you have been made an administrator.


3️⃣ Enter the team member's preferred email - WISE Google Workspace email if they requested one, or personal email - and click 'Send'


1️⃣ For all the new team members (Interns/ Trainees/ Staff and Volunteers) that join WISE, add them to their respective location channels (e.g. #seasia, #seasia_indonesia, #seasia_singapore). 

2️⃣ This step can be performed once the team member has accepted the invite to join Slack. 


1️⃣ Go to Confluence ⮞ Administration ⮞ User management page










2️⃣ Click 'Invite users'. Enter the person's preferred email (WISE Google Workspace email if they requested one, or personal email) and click 'send'. 



3️⃣ After the team member has accepted the invitation, go to ⮞ Administration ⮞ User management page ⮞ List Users. Search for the person's preferred email. 

4️⃣ Click on the user's name ⮞ Edit Groups.

 

5️⃣ Make sure that 'confluence-users' and 'jira-software-users' are selected and click 'save'. 

Do this if the answer to the question 'Would you like a Clockify account?' is 'Yes'.

1️⃣ Go to the Clockify 'Team' page. If you do not have access, check that you have been assigned an ‘Admin’ role.

2️⃣ Click Click ‘Add new member’ ⮞ Input preferred email address (WISE Google Workspace email if they requested one, or personal email) ⮞ Check ‘I’m not a robot’ ⮞ ‘Add’

..

If the applicant has submitted the Google Form, then after you have created all the relevant accounts, kindly send the following email (based on their scenario) to the applicant and cc the HR team at hr@washinseasia.org.

If the applicant has indicated that they prefer to create a @washinseasia.org email address.

Dear Name of Applicant

Hope this mail finds you well. Thank you for filling up the Google form. I'm writing this mail to kindly keep you posted that I've created all your accounts. You should have received an email to your personal mail - {email ID that the log in details were send to} - inviting you to the WISE email and once you activate the WISE email, you should be able to see the emails inviting you to the Google Groups, Slack, Confluence/JIRA, and Clockify {modify according to what accounts have been created}. Kindly please activate all your accounts when you're convenient. Please feel free to reach out to us if you need further assistance. 

Have a nice day!

Best Regards, 

Your Name 

If the applicant has indicated that they prefer to use their personal email address.

Dear Name of Applicant


Hope this email finds you well. Thank you for filling up the Google form. I'm writing this mail to kindly keep you posted that I've created all your accounts. As you have informed us that you prefer to use your personal email address itself, you should have received a mail to - {email ID that the log in details were send to} - inviting you to the Google Groups, Slack, Confluence/JIRA, and Clockify {modify according to what accounts have been created}. Kindly please activate all your accounts when you're convenient. Please feel free to reach out to us if you need further assistance. 

Have a nice day!

Best Regards, 

Your Name 

If the applicant has indicated that they prefer to use their personal email address.

If the applicant has indicated that they prefer to use their personal email address. 

Halo Name of Applicant

Terima kasih telah mengisi Google form yang kami kirimkan sebelumnya. Kami ingin menginformasikan bahwa kami telah membuat akun untuk Name of Applicant, menggunakan email pribadi sesuai yang diinformasikan oleh Mikael pada form tersebut. Oleh karena itu, saat ini email - {email ID that the log in details were send to} - seharusnya telah menerima email undangan untuk bergabung di Google Group, Slack dan Confluence/JIRA, dan Clockify. 
Silahkan Mikael mengaktifkan semua akun tersebut. Apabila membutuhkan petunjuk lebih lanjut, jangan sungkan untuk segera menghubungi kami. 

Semoga harimu menyenangkan. 

Best Regards, 

Your Name 

After you have created all the relevant accounts, go to the ‘Account creation’ tab and update the following:

  • Assigned to = Your name
  • Status = Created


How to check if an applicant has joined Slack

Click to their profile in Slack. If they haven't joined Slack, 'Invited member' will be indicated on their profile picture.

.

Additional steps for interns/trainees/staff

We aim to match each new intern/trainee/staff with a buddy (existing intern/trainee/staff) and the role of the buddy will include:

  • Help them feel welcome and check-in regularly (during the start of their internship)
  • Guide them through getting comfortable with organisational culture and work processes
  • Be someone they can talk to if they have questions or concerns

Steps: 

1️⃣  Drop a message in #minions_fulltimers asking if any team member is interested being a buddy.

2️⃣  If the channel is irresponsive, kindly drop DMs to the members. 

3️⃣  Once a buddy has been found, and after the onboarding of the new the intern/trainee/staff is done, drop a group message on slack and connect them.

4️⃣  Kindly ask the buddy if they would like to part of the kick-off call and if yes, add them to the calendar invite.


Include their name, start date, end date, role, hours, programme (if applicable), currency of allowance/salary, gross amount of allowance/salary, any insurance (BPJS) or CPF, frequency of payment, link to contract, and account that their allowance/salary is paid through.

Go to Google Calendar and create a calendar invite for the intern/trainee/staff's start date, inviting the relevant supervisors and HR team members.


Go to Google Calendar and create a calendar invite for the intern/trainee/staff's end date, inviting the relevant supervisors and HR team members.