New Employee Onboarding
Hiring new shop techs consists of a few different portions, finding new candidates, scheduling a preliminary or phone interview, a working interview, then the onboarding process.
Finding New Candidates
Post the Shop Tech Application in a different FB groups. The ones to focus on are:
I Hella Wanna Be On Set
Bay Area Set Lighting and Grip
Rock Paper Scissors Film Group
SFSU Cinema Collective
Bay Area Film Production
Interviews
The main thing you'll do with an interview is make sure the candidate understands the position and most importantly understands what we expect from them outside of the shop. You are basically asking them to elaborate on their answers from the google form.
Booking Interviews
Once you have a number of interested candidates, use Squares appointment feature. Our calendar can be reached by logging into Square and then clicking Appointments when you log in. This will allow you to email all candidates the same link at once and ask them to sign up for their own interview times. This will significantly cut down the back and forth and make scheduling interviews easier.
Click Here for our Booking Website to send to potential shop techs.
Interview
Before the interview, make sure you review their answers to the form here.
Things to go over during the interview.
- Make sure its clear this is an interview and we'll get back to them if they are hired. Usually hire people for a day or two to try them out and then offer a 3 month position after that.
- Rate of Pay
- Benefits
- Guaranteed work on set
- Work Hours
- 10 Days Sick Pay
- Covid Safety
- What we're expecting them to do (Become a Gaffer/DP/Key Grip, it's not to work in the shop.)
Questions to Ask
- How did you find the application?
- What is your current work situation?
- What's your past education? If they went to film school, how has it gone since then? If they didn't, why did they not go in their intended path?
- Why are you interested in lighting and grip?
- What's your end goal working in the film industry
- Are you making any personal projects or do you work on personal projects with your friends at all?
- What did you like about working on set?
- Are you comfortable working freelance, ultimately that's what we're hiring people to do.
- What's your comfort level driving trucks?
- Ability to use computers and any special skills there.
- Do they have any questions for us?
First Contact
When reaching out to people to see if they are available to work in the shop, here are the three things you'll have to mention.
- Confirm Dates, Pay, Rate
Current Shop Tech rate is 19.25/hour.
- Confirm they will receive 3 hours pay to onboard.
- Let them know they will have to provide their Social Security Card and Drivers License on this zoom call.
Onboarding Setup
While on the Phone
Confirm they have received each one of these as you do it.
Create zoom meeting
- Create a Zoom Meeting titled Bolt Onboarding (Bring SS Card/Drivers License)
Use the Zoom program, in the main window, click the Schedule Button. Set the meeting time for one hour.
- Select iCal as the Calendar Option. Click Save.
This will create a calendar event and open up iCal.
- Type their email into iCal Event, Press Send
Type in their email in the "Invitees" section and then press "Send" in the bottom right. This will send them an email with the calendar invite and the zoom link.
- If they already use ADP, they will still have to create a new account
ADP will not allow you to have multiple employers on the same account.
New Hire Email
- Send New Hire email
Using Spark, send them the New Hire email and fill in all of the placeholders.
Send I9 Template with Signwell
- Sign into SignWell and send them I9 Template
Click the Templates Page, Click Use > Use Template, Click continue until you have to type in their email, enter it.
Off the Phone
MVR
Need to add how to generate an MVR.
A motor vehicle report is generated for that driver. This motor vehicle report can usually be obtained through the DMV online. Once you have that motor vehicle report, check for the following:
• If one or two small driving violations wherein the driver did not exceed 100 mph in speeding – they are okay. • If over 21 and experienced at driving a vehicle for 5 years plus – they are okay. • Any driver with 3 violations is subject to the carrier review and approval. • Any driver with a DUI will not be approved. • Any driver with a speeding ticket in excess of 100 mph will not be approved. • Any additional points (e.g. moving violations, accidents, etc.) wherein you are not sure, please submit the mvr ran and we will review further. Please note this is based on the individual already being an employee of the insured.
If there are no driving violations on the motor vehicle report, the driver is fine to drive and you no longer need to wait for the approval. Please just keep that motor vehicle report on file for yourself in case there is a claim.
If the driver has a violation that needs to be approved, please let us know and we can confirm with the carrier.
Can email results to aylene@athosinsurance.com
Timecard
- Add their name into the timecard app, last name, then first name.
- Give them 3 hours to fill out start paperwork and do the required work.
Activity App
- Add their name into the activity app, this can be first name, last name.
Create Username in Rentalworks
Create New User in Rentalworks
Create Username in Wiki
Make sure you are logged into the Admin Wiki account. Username should be their full name.
Go to the following page and make sure you check the box for
Use a temporary random password and send it to the specified email address
Hiring Regulars
Add them into the Keyboard Maestro user prompt for people that we can hire.
Contact Info
Have Ryan, using the Contact Groups app, send all of the shop techs, plus Ryan, Matt, Greg, and Bolts contact info to the new person.
Also add their contact info into Finding a Cover for Yourself in the Shop
Zoom Meeting
Get on a Zoom call with them and have them share their screen. You will walk them through the following:
- Filling out Start Paperwork Packet. Have them email this to you once completed along with a picture of their driver's license (front and back) for driving check purposes.
- Creating their ADP account. Confirm they are using Safari first.
ADP Account
- Login to ADP using the Payroll Login macro
- Click People on left Tab
- Click Add New Employee
- Click No, I'll do the onboarding
- Share your screen at this point
- Ask them if they'd like to change anything on the tax info page, otherwise it will withold the maximum.
- Get their direct deposit info and make sure to select Full Net.
- Make sure Eligibility is marked as Non-Eligible
- Select Temporary and Put in their rate of pay.
- Select 8018-01 STORE - WHOLESALE N O C as their classification code.
Ask them if they have received an email from ADP for their account. They need to sign up.
ADP Paperless Setting
- Click Profile in the top Right
- Click Settings
- Click Go Paperless on the left side
I9 Form
Have them fill out the I9 form in front of you, if they can share their screen that is ideal.
- Have them show you a copy of their passport or SS card via zoom.
- If they are using drivers license and their SS number, then drivers license should go in List B
Document Title - DL
Issued By - CA DMV
Name and Expiration date of license.
For Social Security Card it should be List C:
Document Title - SSN
Issued by - SSA
SS Number for Document Number
Upload the completed documents they send you to: https://drive.google.com/drive/folders/1p2kHA95menafCI_-Qm9skO61utSYyi5t?usp=sharing
You have completed the onboarding procedure.
Accounts
For Full-Time employees also set up accounts for:
- Capital One
Change the Lastpass Master Password for the Shop@BoltLightingRental.com account along with them and update it in the rentals@bolt lastpass account. This is so prior shop techs do not have access to our passwords.
For Email, add their Name as the Signature in the Spark Mail Client.
Offboarding
When an employee ends their term with us, we must take a number of steps to turn off their accounts.
- Turn off Capital One CC
- Lastpass