Onboarding Logistics — Mandate Plans
Mandates PS-005 through PS-007: the cross-system coordination that makes onboarding work.
PS-005: Coordinate Onboarding Across 9 Systems
What this actually involves
Every new hire touches these systems in roughly this order:
- Greenhouse (recruiting) — candidate marked as hired, onboarding plan selected
- Google Form — work email requested from IT
- Google Sheets — offer info copied to HCB or HQ pipeline tracker
- Google Drive — personnel file folder created with 4 subfolders
- DocuSign — arbitration agreement and offer letter signed
- Paylocity — employee record created (overnight feed from Greenhouse), benefits enrollment launched
- Wisetail/LMS — training enrollment (manual add by Nickole; 72-hour feed delay)
- Legion (HCB only) — scheduling file emailed to Agile Engine for Sunday night processing
- Slack — provisioned for GMs and above via IT form
The core pain is that none of these systems talk to each other automatically (except the Greenhouse-to-Paylocity feed, which expires in August). Every transition between systems is a human copying data from one screen to another.
Concrete tasks
- Map the actual handoff points between systems. For each transition, document: what data moves, who moves it, how long it takes, what can go wrong.
- Time each step across 3-5 onboardings in August. Where does the most time go?
- Identify the "copy-paste tax": every instance of someone reading data from one system and typing it into another.
- Document the HCB vs. HQ divergence: which steps differ, which systems drop.
- Assess the August Greenhouse API impact: what happens to step 6 when the overnight feed breaks?
People to meet
| Person | Questions to ask |
|---|---|
| Syra | Walk me through a full onboarding end-to-end. Where do you open each system? What do you copy from where? What's the most common mistake? |
| Kyle | Has anyone mapped the data fields that move between systems? Is there a canonical field-mapping doc? |
What to look for in mr-people
- Any orchestration code or scripts that coordinate between systems
- Data models or field maps that document what data exists where
PS-006: Set Up System Access for New Hires
What this actually involves
Each system has a different provisioning method and owner:
| System | Method | Owner | Timing issue |
|---|---|---|---|
| Google Workspace | IT form request | IT (Chris?) | Variable response time |
| Paylocity | Greenhouse feed (auto) or manual | Payroll | Feed expires August 2026 |
| Google Drive | Manual folder creation | Syra | Zapier automation failed |
| Wisetail/LMS | Manual add by Nickole | Nickole | 72-hour delay forces manual override |
| Legion (HCB) | File to Agile Engine | External vendor | Can't future-date; Sunday night for Monday start |
| Lattice | Auto-feed from Paylocity | Auto | Sometimes breaks silently |
| Fringe | Monthly roster email | Payroll | Monthly cadence, not per-hire |
| Slack | IT form (GMs+ only) | IT | Filled by coach in Greenhouse onboarding task |
| Vanta | Auto-assignment (unclear) | Admin TBD | Compliance security training |
Concrete tasks
- Document every access provisioning step with timing: how long after the hire decision does each system get set up?
- Identify the bottlenecks: which access is always late?
- Map the IT dependency: which provisioning steps require IT and which can be done by the People team?
- Design the access-provisioning agent spec: a checklist that tracks which systems are set up and alerts when one is missing.
People to meet
| Person | Questions to ask |
|---|---|
| Syra | Which system access is always the last one to get set up? What do you do when Lattice breaks? How do you track whether all systems are provisioned? |
| Nickole | Why is the Wisetail manual add necessary? What information do you need that's not in Paylocity already? |
| IT contact (Chris?) | What's the turnaround on Google Workspace provisioning? Is there an API or is it purely manual? |
PS-007: Prepare Day 1 Materials and I-9 Routing
What this actually involves
Day 1 readiness means:
- All Paylocity onboarding tasks completed by the new hire
- I-9 (employment eligibility verification) form completed by Day 1 of work (federal requirement)
- Equipment ready
- System access confirmed
- Training launched
- Manager intro scheduled
- Personnel file created in Google Drive
I-9 is the compliance gate. Federal law requires the I-9 form to be completed on the employee's first day of work. First Advantage handles the E-Verify component (background check + federal verification), but the I-9 form itself needs to be routed and completed on time.
Compliance gates
| Gate | Authority | Deadline | Blocking? |
|---|---|---|---|
| I-9 | Federal (DOL) | Day 1 of work | Yes |
| Arbitration agreement | Internal (Shlanda/Grecia) | Before start | Not blocking start, but needed |
| Background check | First Advantage | 2-10 business days | Escalates if delayed |
| State training | State law (varies by CA/NY/IL etc.) | Varies | Tracked, not blocking |
| Benefits enrollment | Federal + plan | Enrollment window | Escalates if missed |
Concrete tasks
- Map the I-9 routing process: who initiates it, what system tracks it, how do you know it's complete?
- Document the Day 1 readiness checklist as Syra currently runs it (formal or informal).
- Understand the First Advantage cycle time: how long do background checks actually take? What happens when one is delayed?
- Assess templateability: which Day 1 materials are standard templates vs. custom per hire?
People to meet
| Person | Questions to ask |
|---|---|
| Syra | What's your Day 1 readiness checklist? Is it in a system or in your head? What's the most common thing that's not ready on Day 1? How do you track I-9 completion? |
| Shlanda | What happens if an I-9 isn't completed by Day 1? How often does this happen? What's the escalation path? |
Key files in core
clients/madison-reed/work/MR-onboarding-syra-step-map-questionnaire-2026-06-01.md(fillable checklist for Syra)clients/madison-reed/work/MR-onboarding-shlanda-governance-questionnaire-2026-06-01.md(governance layer)clients/madison-reed/work/MR-onboarding-atlas-population-checklist-2026-06-01.md(data checklist)