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New Hire Procedure

Daniel Berberian
Updated

Greenhouse Reports

We need to generate a list of upcoming new hires from Greenhouse so we can upload it into our automated account creation tool. This report includes key details like name, start date, department, and manager, which are required for automation to work correctly. If you do not have direct access to Greenhouse, you can ask our manager Kevin to generate a report for you.

Make sure to save a copy of your CSV to I:\New Hire Automations for record retention. 

  • Save the file as 'New Hire XX.XX.XX" 

     

Automation Tool

Visit this link to access the tool: NEW HIRE AUTOMATION

  • If you do not have access to the tool, reach out to Brandon Waller to gain access.
  • You can use your .admin account to login.

Once you are on the actual site, using the tool is easy and fairly simple:

  1. Start by making sure the tool has been 'Reset' and is ready to upload a new file:

   2. After the tool has been cleared, 'Select File" and upload the CSV you generated from Greenhouse.

   3. Start the Automation tool - It will begin a Preflight checklist to ensure all of the information on your CSV is accurate. If the preflight check fails, you can download the logs and see where it failed. After making the corrections, reset the Automation tool and reupload the file. 

   4. A green status indicator and "Completed" text will let you know it's done.

 

Google Account

After about 1 hour go check to see if there is an account set up in Google

You will need to search their name, if it populates than there is an account

Go to https://admin.google.com

 

Zoom Setup

Launch Chrome and go to https://zoom.us/signin

Select the Google Sign-in option

Go to user management and select + Add Users and copy and paste the new hire batches' email address (separated by commas)

Only Sales/ Special request users are to have a license (and get a phone number), everyone else gets a basic license.

If the user is a Sales user or specials request you will need to complete the below.

Once that is done go to Phone System Management> Users & Rooms

Select Phone System Management> Users & Rooms

Select Add >Add Users> Users

Locate the user within the add search console.

Assign US/CA Unlimited Calling Plan

Once you have given them the license select save

They should populate onto the user's tab

Locate the user and click on their name

Locate Extension number

Select Edit and provide the last 5 digits of their Phone line.

  • If they are Sales please create a note requesting a Friendly URL by @Ken
  • Once they have created the Friendly URL Please add that to the Welcome Email we send out once all the account creation has been completed.

If they are in sales, you will now need to add them to monitoring groups in Zoom. By default, they need to be added to their manager's monitoring group and to Chris Adams' monitoring group.

  • You can adjust the monitoring groups by going to Zoom: Admin > Phone System Management > Monitoring. Search the manager's name and click on the number of users under the monitored column
  • Add members at the top right

For all Creative Managers, we will need to create Zoom FURL

https://scorpion.zendesk.com/hc/en-us/articles/6662830979863-Creating-a-Friendly-URL-FURL

 

 All client-facing positions get a Zoom license

Account Manager
Business Growth Consultant
Any Chief
Client Solutions Manager
Creative Director
Creative Manager
Marketing
Director of Strategy
Enterprise SEO Manager
Enterprise Web Developer
Executive Assistant
Any VP, SVP
Finance Administrator
Internet Marketing Manager
Web Developer
Marketing Assistant
Marketing Manager
Onboarding Team Specialist
Project Manager
Strategic Growth Consultant
Talent Acquisition Manager

 

CS6 And CSX Account Creation Standards

  • Go to CSX Add Employee (this will transfer all the info over to CS6)
    * Add Staff Account
  • You will only need to fill in that has asterisk next to it
  • User name format will be “ScoprionFirstnameL” ex ScorpionSteveK
  • Generate 8 character password from https://www.lastpass.com/password-generator
  • Enter Extension and Phone number from Zoom (If applicable)
  • Email address
  • Title
  • Department, CS7/CS8 Team, and Primary Group
    * (This is all that their department is, reference another user to check)

  • SAVE CHANGES

     

Active Directory Account Verification

As part of the new automated onboarding process, user accounts are now created from an imported CSV file. Once the automation runs, your responsibility is to verify the user’s Active Directory (AD) profile and ensure group memberships are correct.

  1. General:
    • Office: Verify it reflects the new hire's assigned state location.
    • Telephone Number: Default to Valencia Office line [ 661.702.0100 ] unless assigned Zoom Number.
    • Description: Leave blank and will auto-fill once their accounts syncs with ADP.
  2. Address - Ensure the office address aligns with their location, remote workers default to Valencia Office:

    • Valencia, CA: 27750 Entertainment Drive, Valencia, CA 91355

    • Dallas, TX: 5040 Addison Circle, Suite 300, Addison TX, 75001

    • Draper, UT: 344 W 13800 S, Suite 500, Draper, UT, 84020

    • Shreveport, LA: 6425 Youree Dr, Shreveport, LA, 71105

  3. Organization - Confirm the following fields match the information provided by HR:

    • Job Title

    • Department

    • Company

    • Manager

  4. Member - Review and ensure the user is in the correct security groups:

    • Remote User:
      Signature -
      Remote
      Scorpion Employees

    • Valencia Office:
      Signature -
      CAOffice
      Scorpion Employees

    • Dallas Office:
      Signature -
      TXoffice
      Scorpion Employees

    • CONTRACTORS:
      * Contractors
       

Welcome Email

After the accounts have been made, finalize everything by updating the New Hire Monday board. Refer to the New Hire Master Sheet and format your New Hires accordingly. 

  1. Go to your Zen Desk Ticketing Hub
  2. Apply the New Hire/Contractor Macro
  3. Paste in your New Hire's information
  4. Assign the New Hire as your requestor
  5. Category is New Hire/Contractor
  6. Solve the ticket and your New Hire is ready for their onboarding. 

 

Hi,

 

Welcome to Scorpion! We’re excited to have you and your new contractor onboard. Below are the credentials they will need on their first day. Managers: remind new hires that the best way to reach Service Desk is by emailing ServiceDesk@scorpion.co.

 

 

Account Details

  • Employee Name: [First Last]
  • Username: [First.Last]@scorpion.co
  • Temporary Password:Generated via LastPass
  • Job Title / Department: [Job Description]
  • Supervisor: [Manager Name]
  • Office Location: [Valencia / Other]

 

Note: This is a one-time temporary password. The user must change it at first log‑in.

 

 

Guest Wireless Access (for mobile devices only)

  • Network: Scorpion mobile and guests
  • Password: Welcome2SD!
    (This network is intended for personal mobile devices and does not grant access to Scorpion’s internal network.)

 

 

Please review and let me know if any detail should be updated. Wishing you both a smooth onboarding experience!

 

Thank you,

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