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Onboarding - Administration

  • Close the open position and all recruitment items

  • Archive the signed offer letter and employee's agreement

  • Social security enrollment

  • Set up payroll

  • Create employee's company email and Slack/Jira/Confluence account

  • if applicable add him/her to the Google core group and Slack channels

  • Send welcome email send welcome mail

Expand
titleOnboarding Email Template <Developer>
code

Hi

<dev>,

Welcome

to

9Y!

I

have

given

you

access

to

everything

that

you

need.

#

G-Suite

Please

enable

2FA

on

your

Google

account

ASAP.

We

have

auto-enforcement

enabled

and

all

accounts

without

2FA

are

automatically

disabled

after

a

few

days.

https://support.google.com/accounts/answer/185839?hl=en

#

Google

Drive

You

should

also

have

access

to

the

project

folder

on

Google

Drive.

We

will

share

files

related

to

the

project

in

here.

 

#

Git

Please

configure

your

git

author

email

to

be

kirill

abcde@9y.

surahatau@9y.

co

so

that

all

your

commits

in

git

have

that

email.

Also,

on

GitHub

please

set

your

primary

email

(https://github.com/settings/emails )

to

be

a

generic

email

(e.g.

@gmail.com

or

@9y.co),

since

this

shows

up

in

commits

that

you

make

via

GitHub

(e.g.

merging

PRs).

 

#

Slack

I

sent

you

an

invite

to

our

slack

(9Y).

 

#

Customer

Slack

There

is

also

a

Slack

that

the

customer

owns,

you

will

get

an

invite

for

that

too.

 

#

Jira

I

also

sent

you

an

invite

for

Jira,

please

track

all

of

your

hours

there,

and

follow

this

scheme:

-

  • please

  • use

  • the

  • timer,

  • you

  • can

  • access

  • it

  • under:

  • Tempo

  • >

  • Tracker

-
  • please

  • track

  • on

  • an

  • ongoing

  • basis

  • (as

  • opposed

  • to

  • estimating

  • at

  • the

  • end

  • of

  • the

  • week),

  • we

  • need

  • this

  • at

  • the

  • end

  • of

  • each

  • day

  • for

  • reporting

  • and

  • budgeting

  • reasons.

-
  • when

  • working

  • on

  • a

  • specific

  • task

  • e.g.

  • WEB-123,

  • then

  • you

  • should

  • track

  • your

  • time

  • on

  • there.

-
  • calls

  • and

  • meetings

  • should

  • be

  • tracked

  • on

  • "[XYZ-3]

  • Coordination

  • &

  • Planning"

-
  • when

  • in

  • doubt

  • where

  • to

  • track,

  • please

  • ask

  • the

  • PM

 

#

Confluence

You

should

also

have

access

to

repos

on

Confluence.

 

#

Github

You

should

also

have

access

to

repos

on

Github.

 

#

Bitbucket

You

should

also

have

access

to

repos

on

Bitbucket.

 

#

Abstract

You

should

also

have

access

to

Abstract.

<name of PM> is managing this project and he'll reach out to you via Slack with next steps. If you have any questions, please don't hesitate to contact me! Best, <name>
  • Send welcome email Onboarding Email Template <Employee>

  • Code Block
    Dear …,   Welcome to 9Y! We are excited that you will be joining us for your first day on DATE at TIME. On your first working day, you will have an opportunity to meet your colleagues and tour our office. In addition, Superior Name will introduce you in our company culture and you will discuss your successful integration into our company. Buddy Name will be your “mentor” during the orientation in our company – you can ask him all questions regarding eg. our coffee machine, where to get the best “Falafels” near the office or where to find office supplies you need. Superior Name will be responsible in case of eg. holiday requests, 1-on-1s, salary,… . If you don’t remember anymore how to set up the printer or are searching for travel related topics you can check out our Playbook (Link to Playbook) – here you find everything about who we are and how we do things. Additionally, here are some links to different topics: -   Office -   Coffee Machine -   Kitchen Checklist -   Leaving Checklist I also gave you access to everything you will need… # G-Suite Please enable 2FA on your Google account ASAP. We have auto-enforcement enabled and all accounts without 2FA are automatically disabled after a few days. https

      

    <name of PM> is managing this project and he/she'll reach out to you via Slack with next steps.

     

    If you have any questions, please don't hesitate to contact me!

     

    Best,

    <name>

    Expand
    titleOnboarding Email Template <Employee>

    Dear …,

     

    Welcome to 9Y! We are excited that you will be joining us for your first day on <DATE> at <TIME>.

    On your first working day, you will have an opportunity to meet your colleagues and tour our office. In addition, <Superior Name>will introduce you in our company culture and you will discuss your successful integration into our company.

    <Buddy Name> will be your “mentor” during the orientation in our company – you can ask him/her all questions regarding eg. our coffee machine, where to get the best “Falafels” near the office or where to find office supplies you need.

    <Superior Name> will be responsible in case of eg. holiday requests, 1-on-1s, salary,… .

    If you don’t remember anymore how to set up the printer or are searching for travel related topics you can check out our Playbook – here you find everything about who we are and how we do things.

    Additionally, here are some links to different topics:

    • Office

    • Coffee Machine

    • Kitchen Checklist

    • Leaving Checklist

    I also gave you access to everything you will need…

    # G-Suite

    Please enable 2FA on your Google account ASAP. We have auto-enforcement enabled and all accounts without 2FA are automatically disabled after a few days. https://support.google.com/accounts/answer/185839?hl=en

    #

    Google

    Drive

    You

    should

    also

    have

    access

    to

    the

    project

    folder

    on

    Google

    Drive.

    We

    will

    share

    files

    related

    to

    the

    project

    in

    here.

    #

    Git

    Please

    configure

    your

    git

    author

    email

    to

    be

    abcde@9y.co

    so

    that

    all

    your

    commits

    in

    git

    have

    that

    email.

    Also,

    on

    GitHub

    please

    set

    your

    primary

    email

    (https://github.com/settings/emails ) to

    be

    a

    generic

    email

    (e.g.

    @gmail.com

    or

    @9y.co),

    since

    this

    shows

    up

    in

    commits

    that

    you

    make

    via

    GitHub

    (e.g.

    merging

    PRs).

    #

    Slack

    I

    sent

    you

    an

    invite

    to

    our

    slack

    (9Y).

    I

    added

    you

    amongst

    other

    things

    to

    our

    lunch

    channel

    (I

    don’t

    like

    to

    stay

    hungry,

    so

    sometimes

    I’ll

    suggest

    a

    restaurant

    to

    order

    food

    at

    in

    the

    lunch

    channel

    feel

    free

    to

    join

    me

    😊)

    and

    activities

    channel

    (every

    Thursday

    afternoon

    is

    “Boulder

    time”

    )

    #

    Customer

    Slack

    There

    is

    also

    a

    Slack

    that

    the

    customer

    owns,

    you

    will

    get

    an

    invite

    for

    that

    too.

    #

    Jira

    I

    also

    sent

    you

    an

    invite

    for

    Jira,

    please

    track

    all

    of

    your

    hours

    there,

    and

    follow

    this

    scheme:

    -  

    • please

    • use

    • the

    • timer,

    • you

    • can

    • access

    • it

    • under:

    • Tempo

    • >

    • Tracker

    -  
    • please

    • track

    • on

    • an

    • ongoing

    • basis

    • (as

    • opposed

    • to

    • estimating

    • at

    • the

    • end

    • of

    • the

    • week),

    • we

    • need

    • this

    • at

    • the

    • end

    • of

    • each

    • day

    • for

    • reporting

    • and

    • budgeting

    • reasons.

    -  
    • when

    • working

    • on

    • a

    • specific

    • task

    • e.g.

    • WEB-123,

    • then

    • you

    • should

    • track

    • your

    • time

    • on

    • there.

    -  
    • calls

    • and

    • meetings

    • should

    • be

    • tracked

    • on

    • “[XYZ-3]

    • Coordination

    • &

    • Planning”

    -  
    • when

    • in

    • doubt

    • where

    • to

    • track,

    • please

    • ask

    • the

    • PM

      

    #

    Github

    You

    should

    also

    have

    access

    to

    repos

    on

    Github.

    #

    Bitbucket

    You

    should

    also

    have

    access

    to

    repos

    on

    Bitbucket.

    #

    Abstract

    You

    should

    also

    have

    access

    to

    Abstract.

     

    We

    are

    looking

    forward

    to

    meeting

    you!

     

    Best

    regards,

    <name>

    Note

    Before sending the mail to your future colleague, please change the relevant names and times, times and genders (highlighted in orange)

    Please also add the Links to the different country specific pages in our Playbook and don't forget to adapt the accesses (not everyone needs for example Git or should have access to Customer Slack.

    • Check the employee’s personal data completion

    code
    Expand
    titleData

    Personal

    Data

            · Name         · Address         · Bank Details   Data regarding Job         · First Working Day         · Trial Period         · Job Title (Short Job Description)         · Classification according to Collective Agreement         · Group         · Level         · Working Hours         · Annual Leave         · Notice Period   Data for Personnel File         · National Insurance Number         · Nationality         · If appropriate - scanned copy of the valid visa         · Phone Number         · Private Email Address         · "Versicherungsdatenauszug"   Misc         · Employee Registration at GKK         · Devices         · Office365?         · Mobile Phone? -> Budget? Operating system?         · Phone Contract (tariff?)         · should foreign countries be covered or only

    • Name

    • Address

    • Bank Details 

    Data regarding Job

    • First Working Day

    • Trial Period

    • Job Title (Short Job Description)

    • Classification according to Collective Agreement

    • Group

    • Level

    • Working Hours

    • Annual Leave

    • Notice Period

    Data for Personnel File

    • National Insurance Number

    • Nationality

    • If appropriate - scanned copy of the valid visa

    • Phone Number

    • Private Email Address

    • "Versicherungsdatenauszug"

    Misc

    • forward Employee Registration at GKK

    • Devices

    • Office365?

    • Mobile Phone? -> Budget? Operating system?

    • Phone Contract (tariff?)

      • should foreign countries be covered or only Austria

    • Make sure to install our 9Y Corporate Fonts (Eina04 & Konnect) - Necessary when working with templates like (Website, PowerPoint, Microsoft Office, etc.)

      • Eina04 - 

        Image Removed

        Lref gdrive file
        urlhttps://drive.google.com/drive/folders/13yEJqG_xH5KbeYv5QamLRpbIf1hSAM22

      • Konnect - 

        Image Removed

        Lref gdrive file
        urlhttps://drive.google.com/drive/folders/13x5hto3TxSlk3kpAucEOmXJ45zxG8zkG

    Owner

    User Profile
    user5c35f1deccec3834a866f442

    Reviewer

    User Profile
    user557058:4ade9f24-74f4-453e-9d2c-2c1e9bb8e95b