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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
Action (See below for message templates)
Update 'Stage' to
Update 'Status' to
|To onboard applicant||Send onboarding instructions|
5 Instructions sent: Awaiting action
|Applicant has not submitted account creation form||Send reminder|
5 No action: Checked in
|Applicant submitted account creation form||Set up accounts|
5 Invites sent: Awaiting action
|Applicant has not joined Slack |
Applicant has joined Slack but has not responded to any messages
5 No action: Checked in
|Applicant has joined Slack and responded to welcome message. Ensure that applicant has activated all the other accounts (Google Workspace, Confluence/JIRA) as well.|
Send welcome message on Slack
Once confluence is activated, ensure to give access to JIRA as instructed in the the "Creating a Confluence/Jira account" section below
5 Onboarded: Closed
|Applicant did not respond to reminders||Close case|
5 No response: Closed
Before composing your email
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.
Before sending your email
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.
|Embedded Google Drive File|
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':
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
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'
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 email@example.com.
After you have created all the relevant accounts, go to the ‘Account creation’ tab and update the following:
- Assigned to = Your name
- Status = Created
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:
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.