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 applicant	Send onboarding instructions	5 Onboarding	5 Instructions sent: Awaiting action
Applicant has not submitted account creation form	Send reminder	5 Onboarding	5 No action: Checked in
Applicant submitted account creation form	Set 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. 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 Onboarding	5 Onboarded: Closed
Applicant did not respond to reminders	Close case	5 Onboarding	5 No response: Closed

.

Anchor
communicating
communicating
Communicating with applicants

Before composing your email

Multiexcerpt include

MultiExcerptName	Before composing your email
PageWithExcerpt	1. Review

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.

Expand

title	Send onboarding instructions

Expand

title	Volunteer is or above 16 years old

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

.

Expand

title	Volunteer is or appears to be below 16 years old

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

.

Expand

title	Volunteer is based in Indonesia

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

.

Expand

title	Interns

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

.

Expand

title	Reminders: Applicant has not set up a call or submitted Account Creation form

Expand

title	First reminder: Approximately one week after sending onboarding instructions

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

.

Expand

title	Second reminder: Approximately two weeks after first reminder

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

.

Expand

title	Reminders: Applicant has not joined Slack

Expand

title	First reminder: Approximately one week after creating WISE accounts

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

.

Expand

title	Second reminder: Approximately two weeks after first reminder

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

.

Expand

title	Send welcome message on Slack

Expand

title	Volunteers

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

.

Expand

title	Interns

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

Multiexcerpt include

MultiExcerptName	Before sending your email
PageWithExcerpt	1. Review

Anchor
accounts
accounts
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.

Embedded Google Drive File

gid	431091291
url	https://docs.google.com/spreadsheets/d/1W3aJEMTz4YA6G-Rn_iSETly-mP8emrcq7jJ2rufkR6c/edit?usp=drivesdk
fullwidth	true
height	600

Expand

title	Creating a Google Workspace account

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'

Expand

title	Add email to wisefamily@washinseasia.org and minions@washinseasia.org Google Groups

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 members	Preferred email address (WISE Google Workspace email if they requested one, or personal email)
Welcome message	Hi 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.
Subscription	Each email
Directly add members	Yes

.

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 .

Expand

title	Inviting someone to Slack

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'

Expand

title	Add new team members to their respective location channels in Slack

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.

Expand

title	Creating a Confluence/Jira account

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'.

Expand

title	Creating a Clockify account

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.

Expand

title	Message Templates (English)

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

Expand

title	Message Templates (Indonesian)

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 Name of Applicant 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 Name of Applicant 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

Anchor
slack
slack
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

Expand

title	Buddy System Instructions

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.

Expand

title	Add their details to the Team Dashboard

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.

Embedded Google Drive File

gid	1330417177
url	https://docs.google.com/spreadsheets/d/1-wIR97AcnUZkO3GYbr5J_yXA4PYB_HgLfkQSnvuVRMU/edit?usp=drivesdk
fullwidth	true
height	600

Expand

title	Create a Google Calendar invite for their start date

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.

Expand

title	Create a Google Calendar invite for their end date

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.

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Page properties

Applicable to

HR team

Status

Handy Status

Status	Complete
id	1804

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MultiExcerptName	Apps
PageWithExcerpt	0. Submissions

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Communicating with applicants

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Before sending your email

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Before sending your email

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Additional steps for interns/trainees/staff

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Communicating with applicants

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Creating accounts

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How to check if an applicant has joined Slack