New Employee Onboarding Process and Checklist

Welcome to the team! This chronological onboarding checklist is printable and can be used for new employees with the goal of being completed within 14 days of employee start date.

OM = Office Manager; IC = Intake Coordinator;

EE = Employee; MP = Managing Partner

#1 - Affiliate Handbook _________

• OM: Provide AW Handbook, provide time to review ______ 

• EE: Review AW Handbook ______ 

• EE: Submit signature page to OM ______ 

• OM: Get signature page ______ 

• OM: Save to personnel file _____ 

#2 - Share Expectations Documents _________

• MP: Provide Core Values Evaluation (People Analyzer) ________

• MP: Share overview document on EOS (Entreprenuer Operating System) ________

• EE: Review Core Values Evaluation (People Analyzer) ________

• EE: Review overview document on EOS (Entreprenuer Operating System) ________

#3 - Add to Payroll _______

• OM: Send request payroll forms be completed via iSolved (from payroll company) ______ 

• EE: Complete onboarding forms via iSolved portal _______

• OM: Confirm that EE has been added to monthly (for attorneys) or bi-weekly (for staff) payroll within 7 days ______ 

#4 - Scheduling Next Team Events ______ 

• OM: Provide first and subsequent monthly team meeting dates; add to calendar invite: ______ 

• OM: Provide date for next CLE:  ______ 

• OM: Provide first and subsequent Pulse Meeting dates; add to calendar invite: ______ 

• EE: Calendar first and subsequent team meeting dates: ______

• EE: Calendar date for next CLE:  ______ 

• EE: Calendar first and subsequent Pulse Meeting dates: ______

#5 - Introduce to AW Team via Email ______ 

• OM: Share EE’s email and phone number with the team: ______ 

• OM: Share team member phone numbers with EE:  ______ 

#6 - Create the Software Accounts for the Affiliate ______ 

• MP: Zoho (work email and calendar) ______ 

• MP MyCase ______

#7 - Zoho Email Setup _______

• OM: Send EE sample signature block _______

• EE: Add signature block + default text _______

• OM: Send templates to EE to be saved in templates folder _______

  • Public Records Request _______

  • Education Records Request _______

• EE: Save templates in templates folder _______

  • Public Records Request _______

  • Education Records Request _______

• OM: Send additional templates for Office Manager and Intake Coordinator (if applicable) ______

• EE: Add AW staff to contacts and create a group for the whole team _______

• IC: Add EE to AW group emails _______

• IC: Send email to AW group and request that EE be added for everyone’s AW group _______

#8 - Training on MyCase _______

• OM: Provide orientation to cases in MyCase ______

• OM: Show EE how to manipulate files _______

  • Copy / Move / Save / Opening and Working in Application _______

• OM: Show EE how to Print to PDF (i.e. convert to PDF and save) _______

• OM: Explain to EE that all correspondence with client / counsel should be STF’d _______

• OM: Explain STF process to EE _______

#9 - Research portal _______ (Attorneys, Advocates, Law Clerks Only)

• OM: Schedule time to orientate new employee to Administrative Request Portal _______

• MP: Add Affiliate authority and laws to portal (in jurisdiction), as needed ______ 

#10 - Software Training ______ 

• OM: Provide links to software training videos _______

• EE: Watch training videos _______

• Zoho Calendar:

  • EE: Share calendar and request that calendars be shared with EE (with or without editing permission) _______

  • EE: Enter available hours (plus consult times if necessary) _______

  • EE: Enter available hours as far into the future as possible _______

#11 - Browser “Flight Deck” _______

• EE: Add website favorites in this order: 

  • Zoho login (work email + calendar) ______

  • AW Administrative Request Portal (password: Quarantine2020!) ______

  • AW Research Portal (password: research) ______

  • AW Zoom login ______

  • Smart Fax login (for AW Office Staff only) ______

  • LawPay for client retainers (for AW Office Staff only)  ______

#12 - Conflict Check Overview _______

• IC: Explain process for conflict checks and how to identify a conflict ______ 

• IC: Identification of what constitutes a conflict ______

#13 - Intake Process Overview _______

• IC: Explain intake process and how consultations are scheduled ______ 

• IC: Identify consult window(s) for EE ______

#14 - Explain IOLTA Balances and how to view retainers _______

• OM: Explain reports that EE will receive on retainers ______

• OM: Explain to EE that additional retainers may be requested anytime through the portal

#15 - Office Orientation (as needed) ______ (Columbus Only)

• OM: Provide WiFi login and password (on whiteboard in conference room) ________

• EE: Record WiFi login and password (on whiteboard in conference room) ________

• OM: Get a key made for the door ________ 

• OM: Show alarm setting and provide code # ______ 

#16 - Office Printer and Scanner (as needed) ______ (Columbus Only)

• EE: Connect to office printer / scanner  __________

• EE: Downloaded Brother Utilities application for scanning __________

• OM: Train EE on scanning function – locate designation folder (personal OneDrive)  __________

• OM: Train on scanning mail (if applicable) __________

• OM: Demonstrate STF, plus email notice to attorney / staff member (if applicable) __________

• OM: Notification for when document is saved in the file (if applicable) __________

#17 - IOLTA Verification _______ (Attorneys Only)

• OM: Verify which IOLTA can be used for attorney ______ 

• MP: If no IOLTA in state, set up new IOLTA account: ______ 

#18 - Office Location Confirmation _______ (Non-Columbus Employees Only)

• MP: Determine Office Address for EE: ______ 

• MP: Add office address to website: ______ 

#19 - Preliinary Steps Website Additions ______ 

• EE: Contact photographer and schedule headshot, copy EE on email. ______ 

• EE: Draft bio for website, send to office manager ______

  • Use same format as current employees and/or Affiliates ______ 

#20 - Introduce Office Manager Tasks _______ (Attorneys and Advocates Only)

• OM: Explain Touch-base meetings ______

• OM: Schedule time for EE’s Touch-base meeting ______

• EE: Add monthly Touch-base meetings to calendar

• OM: Adding additional retainers ______

• OM: Closing cases and refunding retainers ______

• OM: Explain steps for billing day, including use of Billing Spreadsheet ______

#21 - Add EE to Malpractice Insurance _______ (Attorneys Only)

• MP: Contact OBLIC and use form LPLA-2j to add attorney onto malpractice insurance ______

• OM: Pay additional invoice for adding attorney: ______ 

#22 - Add EE to Retirement Plan (401k) _______

• OM: Introduce Affiliate to Schneider Downs contact - Kyle Zeller ______ 

• MP: Explain contributions and company match for 401k plan ______ 

• EE: Schedule call with 401k contact (where you may opt in or out) ______

#24 - Add EE to Health Plan and/or Dental Plan and/or STD Plan: _______ (FT Only)

• OM: Introduce EE to Anthem contact by email ______

• OM: Coordinate payroll deductions for employee portions if enrolled _______

• OM: Add EE to STD Plan (if FT) ______

#24 - Marketing _______

• MP: Create postcard announcement to school counsel + contacts ______ 

• EE: Create and send email for announcement of new position to EE contacts ______

• MP: Release targeted ad for student rights attorney in state ______ 

• EE: Contact / join state / local bar committees on education ______ 

• OM: Order new business cards ______ 

• MP: Add headshot and bio to website ______ 

• MP: Schedule social announcement of new employee with marketing ______ 

• MP: Announce new location on social media (if applicable) ______ 

#25 - Review Core Values and Set Quarterly Rocks _______

• MP: Schedule meeting wih EE to:

  • Explain 90-day world ______

  • Set quarterly rocks ______

• EE: Establish quarterly rocks and email to MP ______

LIST COMPLETED DATE ________________