New Team Member Onboarding Procedure

This is the main procedure webform for onboarding new Aintree Group Team Members.

If this is not the form you’re looking for, try these similar ones:

Team Member Onboarding Procedure

To be used by HR and Management staff to onboard new Aintree Group team members.

"*" indicates required fields

Section A - Manager/Partner

Team Member Name:*

Team Member preferred pronouns (if requested):

Team Member Role:*

Start Date:*

If no start date has been confirmed yet, provide an estimate or leave blank for the HR Coordinator to fill in later.

Notify Human Resources Coordinator of new hire*

Complete

Section A Complete*

Complete

Section A Completed on:*

Click "Save and Continue" below and send the link to the HR Coordinator to continue this form and complete the procedure.

Section B - Human Resources Coordinator

Send basic offer of employment via email to candidate or agency as applicable to initiate verbal acceptance of offer.*

Completed

N/A

Acceptance of contract received and start date confirmed.*

Change start date saved in Section A above if necessary.

Completed

N/A

Set up new team member on Happy HR, add position to Aintree Group Organisation Chart and invite new employee.*

Completed

N/A

Post new team member basic details in the Team Member Onboarding Channel in Microsoft Teams*

Including name, position, personal email address and estimated start date.

Completed

N/A

Notify other relevant team members of start date:*

Including: Partners, Managers, Business Manager etc.

Completed

N/A

Set up FYI Docs Task for Marketing & Comms Manager to add new team member as a contact in HubSpot using personal email address*

Completed

N/A

Set up FYI Docs Task for Business Manager to create an @aintreegroup email for the new team member and add as an employee in FYI Docs*

Completed

N/A

Send new team member pre-employment info email in HubSpot*

Template saved in HubSpot as “New Team Member Pre-Employment Info Email”.

Add Subject: Starting at Aintree Group

Completed

N/A

Send Tax File Number Declaration to new team member via FuseSign.*

Completed

N/A

Review the following new team member details in Xero for Payroll:

Review Details tab, check address has flowed through correctly and add any missing information from Happy HR (specifically emergency contact).

Update email address to @aintreegroup email and send an FYI Task to Shane to update in Happy HR. Move personal email address to the unused phone number field for reference.

Email Tamara (Aintree Group bookkeeper) details of new team member*

Send the following details: Start date, salary, employment type (part-time or full-time), advise that you will in TFN details.

Completed

N/A

File all relevant emails and documents in FYI Docs and Happy HR, including CV.*

Completed

N/A

Assemble list of training videos relevant to the new team member’s role.*

Completed

N/A

Was this Team Member found through a Recruitment Agency?*

Yes

Schedule three month check-in as required by Recruitment Agency*

Completed

N/A

Date of three month check-in:*

Schedule Probationary Meeting with Team Member*

This should be scheduled for six months after their start date.
This is in addition to the three month check-in required for team members found through a recruitment agency.

Completed

N/A

Date of Probationary Meeting:*

Section B Complete*

Complete

Section B Completed on:*

Click "Save and Continue" below and send the link to the Business Manager to continue this form and complete the procedure.

Section C - Business Manager

Ensure new team member is set up on internal IT systems.*

Use this webform checklist.

Completed

N/A

Send an FYI Task to the EA to update relevant meetings.*

Meetings to update could include:
Team Meeting
Bookkeeping Team Meeting
Superannuation Fund Meeting
PD Sessions for Accountants
WIP Meeting
Marketing Meeting
Month-End Procedure Meeting
Workflow Meeting

Completed

N/A

Ensure workspace is sanitised and all necessary supplies are available:*

Send an FYI Task to the Marketing & Comms Manager containing the following items:*

1. Update team member's HubSpot contact to use their Aintree Group email address
2. Add temporary bio to the "Meet Our Team" webpage.
3. Add new employee to Team Directory in FYI Docs and Microsoft Teams.
4. Schedule Marketing Info email for their first day.
5. Forward any event calendar invitations to the new team member's email address.

Completed

N/A

Section C Complete*

Complete

Section C Completed on:*

Click "Submit Form" below. This form will submit to the Human Resources Coordinator and a copy will be sent to the New Team Member Onboarding Channel with follow up reminders for the team member's first day.