Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Samia Thompson
Reviewed Date: 2025-09-05
Next review date: 2026-09-04
This SOP applies to all managerial staff involved in the hiring and onboarding of new employees at Easyterms.
The purpose of this Standard Operating Procedure (SOP) is to provide a detailed guide for managerial staff to use when recruiting and onboarding new hires at Easyterms. This SOP outlines the key steps and responsibilities for the recruitment, hiring, and comprehensive onboarding processes, ensuring a smooth and effective transition for new employees.
This SOP applies to all managerial staff involved in the hiring and onboarding of new employees at Easyterms. This includes, but is not limited to:
Management Team (CEO, Operations Manager, Accountant, or as directed): Determines the role to be filled, drafts job descriptions, provides guidance on recruitment, conducts interviews, and approves hiring decisions.
Direct Report (Hiring Manager): Conducts first interviews, shortlists candidates, prepares engagement letters and job descriptions, and oversees the new hire's initial integration and performance reviews.
Recruitment Agency (if applicable): Responsible for initial screening, background checks, and candidate sourcing.
Senior Management: Conducts second interviews, assists with final selection, and approves engagement letters and job descriptions.
IT Department/Network Maintenance Provider: Responsible for setting up necessary accounts, assigning computers, and granting appropriate file access.
Buddy/Mentor: Provides initial training, guidance, and support to the new hire.
5.1.1 Management determines the need for a new role and drafts a comprehensive job description outlining responsibilities, qualifications, and reporting structure.
5.2.1 Provide the job details to the designated recruitment agency (if applicable). The agency will be responsible for initial candidate screening, shortlisting, and conducting background checks.
5.2.2 In cases where a recruitment agency is not applicable, refer to Senior Management for guidance on alternative sourcing and screening methods.
5.3.1 The Direct Report (Hiring Manager) conducts the first round of interviews with shortlisted candidates.
5.3.2 The Direct Report then further shortlists candidates based on the first interview performance.
5.3.3 Senior Management conducts the second round of interviews with the shortlisted candidates and assists with the final selection process.
5.4.1 The Direct Report prepares the engagement letter and the final job description for the selected candidate.
5.4.2 Submit the prepared engagement letter and job description to Senior Management for review and final approval.
5.4.3 Once approved, send the engagement letter and job description to the candidate for their review and acceptance.
5.4.4 Upon acceptance, ensure a copy of the signed engagement letter, job description, and the signed signature page from the Employee Handbook (print signature page from electronic document) is retained in the corresponding employee file.
5.5.1 Complete the internal employee onboarding form, initiating necessary IT preparations.
5.5.2 IT Department/Network Maintenance Provider to set up access to the following accounts for all new personnel:
O365
Xero
Easy Payday Portal
Slack
SugarCRM
Nuclino
Tidio
5.5.3 For personnel requiring marketing-related accounts, also set up access to:
YouTube
Gmail
Upwork
Storyblocks
Wisestamp
Shutterstock
5.5.4 For personnel requiring investor-related accounts, also set up access to:
Easyterms Portal
5.5.5 Instruct the network maintenance provider to add the new user with appropriate access to shared files and network drives, relevant to their role.
5.5.6 Assign a computer to the new hire and set it up as a new user, following the 'Computer Setup' guidelines.
5.6.1 Upon the new hire's commencement date, assign an experienced 'buddy' or mentor to provide initial training, guidance, and support specific to their daily tasks and workflows.
5.6.2 Provide an overview of the company's mission, values, and organizational structure.
5.6.3 Introduce the new hire to the team and key stakeholders.
5.7.1 Review the new hire's performance at the following key milestones:
1 month check-in
3 months check-in
6 months (end of probationary period)
Yearly
5.7.2 Conduct a formal performance review at each milestone, providing constructive feedback and identifying areas for improvement.
5.7.3 Upon satisfactory completion of the 6-month probationary period, provide a formal confirmation letter.
5.8.1 Once the employee is confirmed in their position and approved by the CEO, the following actions should be taken:
Issue the employee any necessary keys to the office or building.
Provide the employee with the alarm code and instructions for arming/disarming the security system.
Ensure the employee understands their responsibilities for securing the office when arriving and leaving.
Document the employee's receipt of keys and alarm code.
Job Description Template
Employee Onboarding Checklist
Performance Review Forms - please request template from HR
Probation Completion Letter Template
Employee File Checklist
All managerial staff involved in the hiring and onboarding process will receive mandatory training on this SOP and related policies annually or upon significant revisions. Training will emphasize fair recruitment practices, effective onboarding techniques, and compliance with HR policies.
This SOP will be reviewed annually by the Human Resources Department and Senior Management to ensure its continued effectiveness, compliance with labor laws and company policies, and alignment with organizational talent management strategies. Feedback from new hires and hiring managers will be actively sought for continuous improvement.