New Employee Onboarding Process and Checklist

Welcome to the team! This chronological onboarding checklist is printable and can be used for new employees and should be 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: Request payroll forms be emailed to EE (from payroll company) ______ 

  • Copy EE on email  

• OM: Request that Affiliate return the forms directly to the payroll company within 7 days ______ 

#4 - Scheduling Next Team Events ______ 

• OM: Provide first and subsequent monthly team meeting dates: ______ 

• OM: Provide date for next CLE:  ______ 

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

• OM: Calendar date for next CLE:  ______ 

#5 - Introduce to AW Team via Email ______ 

• OM: Share EE’s 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 Freshbooks – provide manager-level access ______ 

• MP: Microsoft 365 / OneDrive – add license ______ 

• MP: Sharepoint access to AW Team Site _______

• MP: Add new Affiliate member to site ______ 

• OM: Help Affiliate sync OneDrive in order to save/print directly to cloud ______ 

#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 _______

  • Request for Online Reviews _______

• EE: Save templates in templates folder _______

  • Public Records Request _______

  • Education Records Request _______

  • Request for Online Reviews _______

• 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 SharePoint and OneDrive _______

• OM: Provide orientation to client folders on Team Site ______

  • Show AW Folder / Emails / Files from Client folders _______

• 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 saved to file _______

• OM: Explain STF process to EE _______

• OM: Train EE on moving files into AW TeamSite (drag and drop) _______

#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) ______

  • Freshbooks login page ______

  • Sharepoint AW Team Site ______

  • 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 Spreadsheet and tracking retainers _______

• OM: Viewing/recording on spreadsheet ______ 

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

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

#15 - Time Tracking Snapshots ______ (Attorneys, Advocates, Law Clerks Only)

• OM: Explain that EE will receive a weekly email report ______

• OM: Show EE how to access time-tracking in Freshbooks ______

#16 - 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 # ______ 

#17 - 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) __________

#18 - IOLTA Verification _______ (Attorneys Only)

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

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

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

• MP: Determine Office Address for EE: ______ 

• MP: Add office address to website in new: ______ 

#20 - Preliinary Steps Website Additions ______ 

• EE: Contact photographer and schedule headshot, copy EE on email. (If local: devon.albeit@gmail.com) ______ 

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

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

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

• OM: Explain Touch-base meetings immediately before/after team meeting ______

• 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 ______

#22 - 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 additional attorney: ______ 

#23 - Add EE to Retirement Plan (Simple IRA) _______

• OM: Introduce Affiliate to Northwestern Mutual contacts ______ 

• MP: Explain company 3% match for plan ______ 

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

• OM: Introduce EE to James Smith by email ______

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

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

#25 - 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 manager ______ 

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

#26 - Review Core Values and Set Quarterly Rocks _______

• MP: Schedule meeting wih EE to:

  • Explain 90-day world ______

  • Set quarterly rocks ______

  • Set daily number ______

• EE: Establish daily number and quarterly rocks and email to MP ______

#27 - Show EE How to Access Paystubs via Evolution Payroll _______

LIST COMPLETED ________________