Open
Description
Dependency
- When there is a new team member (not product) to onboard
Overview
We need to have a checklist of items to do when a Team member onboard and offboards so that the process can be consistent and fast.
Date Updated
2025-02-07
Action Items
- Check to see if the org template for this process has new steps in it, and if it does, update this issue and its template with content and add the last date you updated the template below
- Copy template to comment below
- Add name of person
- Read Instructions and Resources below the template for details on how to onboard new team members
- Check off each item in the template as done
#### Onboard
- [ ] Slack channel membership
- [ ] #people-depot
- [ ] Add to Google calendar invites
- [ ] [Thursday - All-team meeting]
- [ ] Add to team page on Wiki (does not yet exist)
- [ ] Google Drive
- [ ] Add to drive as Contributor
- [ ] Roster
- [ ] Send link
- [ ] Team member adds themselves
- [ ] Check for Public and note in roster
- [ ] Check for 2FA and note in roster
- [ ] GitHub
- [ ] Add to peopledepot team
- [ ] Add to peopledepot-write team
- [ ] Figma
- [ ] invite
- [ ] acceptance
- [ ] 1password (if needed)
- [ ] invitation
- [ ] acceptance
- [ ] added to vault(s)
#### Offboard
- [ ] Send them [this link to the H4LA Volunteer Reference Confirmation Request form](https://docs.google.com/forms/d/e/1FAIpQLSd5luR-W6pvq9WlQRPpuH3LVDfa_PrYixe8bfIbLcyS6CFxog/viewform?pli=1), in case they need to use it in future
- [ ] Remove from Google calendar invite
- [ ] [Thursday - All-team meeting]
- [ ] WIKI
- [ ] move to new place on team page
- [ ] 1password setup
- [ ] remove from team vaults
- [ ] people depot (if they were added)
- [ ] Google Drive
- [ ] demote to Viewer (by going to very top level of PeopleDepot drive and selecting 'Manage members' in the right-hand menu option)
- [ ] Roster
- [ ] mark as inactive
- [ ] GitHub
- [ ] demote member to read only team and remove from write team (do NOT remove from read only team)
- [ ] Figma
- [ ] remove from team
Instructions: How to onboard new non-Product team members (to onboard new PMs, see issue #33)
- After receiving a request to join the team via the PeopleDepot Slack channel:
- Are they offering to take on a Developer role?
- If so, ask them if they said 'Yes' to everything on the Hack 4 LA Onboarding Self-Test for SWE and Backend Developers
- If their answer is 'No', let them know they need to start on the Hack 4 LA Website team which they can do by posting a request to join on that team's Slack channel (# hfla-site)
- If their answer is 'Yes', proceed to the next step
- Are they offering to take on a Developer role?
- Ask them to DM you their email address, and tell them that you'll be sending them a bunch of email invites to 1Password, Google Drive, team meetings, Figma, and the team's GitHub, so they should keep an eye on their email inbox
- If they're taking on a Developer role, ALSO ask them to start reading through the Technical Onboarding for Developers page from the PeopleDepot Wiki, which has info and instructions about technical setup, while you get them setup on the team
- Copy the 'Onboard' template above (by clicking on the icon at top right of the template) and paste into a new Comment below, adding the person's name and today's date - see the Action Items at the top of this Issue
- Start ticking the boxes as you do each of the following steps...
- Add them to the PeopleDepot 1Password vault:
- Post a message on the # admin channel, asking for the person to be added to PeopleDepot's 1Password vault and giving both their Slack handle and their email address - the admin team will email them an invite
- Check that they've joined the PeopleDepot Slack channel
- In # people-depot, click on the top right-hand people button (tooltip ='View all members of this channel')
- Click on the 'Members' tab
- Enter the person's Slack handle in the 'Find members' box
- Add them to the Google Calendar invite for the PeopleDepot team meeting:
- Sign into your own Google account
- Open Google Calendar (icon beneath your profile pic, or in the Google apps bento box icon beside your profile pic)
- Double-click on the next 'PD: All' meeting
- Click on the Edit icon (pencil)
- Under 'Guests', enter the person's email address in the 'Add guests' box
- Click on their email address when it appears
- Click 'Save'
- Select the 'This and recurring meetings' option in the dialog box that follows
- Add them to the PeopleDepot GitHub:
- Find the person's GitHub handle on the Hack 4 LA > People GitHub page on GitHub. If you can't find them, they may be using another handle, so you'll need to ask them for their GitHub handle via Slack before proceeding...
- Go to the Hack 4 LA > Teams GitHub page and type 'peopledepot' into the 'Find a team' box
- Four teams will appear, just TWO of which you'll need to add them to: peopledepot and peopledepot-write
- Click the link for one of the above two teams, and click the 'Add a member' button
- Type in the person's GitHub handle
- Select their account when it appears
- Click 'Invite'
- Click 'Add [the person's GitHub handle] to [peopledepot or peopledepot-write]'
- Select the person's account in the list of team members (checkbox beside their name)
- Click on the dropdown within the '1 member selected' button at the top of the list
- Click 'Change role' > 'Member' > 'Change role'
- Do the same for the other team (either peopledepot or peopledepot-write)
- Add them to the PeopleDepot Google Drive:
- In Google Drive, go to Shared drives > PeopleDepot folder
- At the top level (i.e., without opening the PeopleDepot folder), click on 'Manage members' at the top of the page
- Type the person's email address into the 'Add people...' box
- Deselect 'Notify people'
- Change role from 'Content manager' to 'Contributor'
- Click 'Share'
- Add them to the PeopleDepot Figma folder:
- Go to the PeopleDepot Figma folder
- In the left-hand panel (NOT the main panel), click on 'All projects' under 'PeopleDepot'
- Double-click on the 'Team project' tile
- Click on the 'Share' button at top right
- Type the person's email address into the 'Invite others...' box
- Change 'Can view' beside their name to 'Can edit'
- Click 'Send Invite'
- Add them to the PeopleDepot Team Roster:
- In Google Drive, go to Shared drives > PeopleDepot folder, and open the PeopleDepot Team Roster sheet. In a new row at the bottom, start filling in the new team member's details including:
- Status (change to 'Active')
- Role
- Dashboard (type 'M' for member)
- Email address
- Slack name
- Slack ID
- In Slack, click on the person's profile pic or the 'View Profile button > click on the More Options button (3 vertical dots) > click 'Copy member ID' and paste into the Team Roster
- GitHub handle
- HFLA GitHub member?
- Check that they ARE actually a member of Hack 4 LA (see 'Organizations' to the bottom left-hand section of their GitHub profile page)
- Added to Project team on GitHub? (see above)
- 2FA/Public?
- On the Hack 4 LA 'People' page on GitHub, check that their GitHub profile is marked 'Public'
- GitHub Permission Level (type 'Member')
- Added to Google Project Drive (type 'Contributor')
- Agenda md tag
- Copy and paste any completed cell from this column - it will autocomplete with the person's details
- On Slack, send the person the link to the PeopleDepot Team Roster and ask them to complete remaining empty columns, especially their phone number, texting, and availability (you can also tell them to ignore the grayed-out columns - and remind them to check their email inbox for invites to all of the above!)
- On Slack, send the person a link to the Forward emails to team members page from the Product Management CoP GitHub Wiki and ask them to set themselves up to receive emails from the team account
- Keep an eye on the Team Roster for completion
- On Slack, send the person the following message:
Let me know if you find that you're getting GitHub notifications about other teams in your email inbox. Some people in the organization have been impacted by a bug in the current version of GitHub which sends too many notifications. I can help you fix that if it happens to you, so just let me know.
The fix is under their profile in GitHub > Settings > Notifications. Switch 'Automatically watch repositories' to Off. Click the link 'View Watched Repositories' and unwatch other teams' repos by selecting 'Participating and @mentions' or 'Ignore'
16. Keep an eye on Slack for any other questions from your new team member!
17. Remind them to join their Community of Practice, if they haven't already
Resources
- Hack 4 LA Onboarding Self-Test for SWE and Backend Developers
- PeopleDepot Wiki Developer Onboarding page
- 1password.com - however, you will need to ask # admin to send an invite (see above)
- PeopleDepot GitHub base team (i.e., read)
- PeopleDepot GitHub write team
- Hack 4 LA People GitHub page
- Hack 4 LA Teams GitHub page
- Hack 4 LA Volunteer Reference Confirmation Request form
- PeopleDepot Google Drive
- PeopleDepot Figma
- PeopleDepot Team Roster
- Instructions on how to set up forwarding project emails to your own email account
- Hack 4 LA Communities of Practice
- Extra: shortcut for adding a profile to your desktop = chrome://settings/manageProfile
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🧊Ice Box