Hiring packets: your own papers for new people
A hiring packet is the onboarding paperwork a new person gets with your job offer: your employment agreement to sign, your handbook to read and agree, the ID they bring, your forms. Ur Timesheet never writes papers for you: every file and every word is your own. Every plan has it.
Step 1: Make a packet
Open Menu → Hire, then Packets (the 4th tab, after Postings, Applications and Form).
- Tap New packet.
Give it a name and, if you like, the roles it is for (an offer for one of those roles starts with this packet) and the job sites. Then tap Make the packet.
Step 2: Add your papers, forms and rules
Open the packet and tap Add an item, then pick what it is:
- Paper to sign: your own PDF. They sign it in the app (with their initials on each page if you ask), or print it, sign it and send a photo of every page, or either.
- Paper to read and agree: a handbook or a policy, with a version. They read it and agree.
- Our rules in the app: your clocking-in, break, overtime, equipment, swap and tip rules in plain words, made from your own settings. Nothing to type.
- Document to bring: ID, a licence or a certificate: a photo of the front (and the back), with its number and expiry if you ask. One that fills a requirement goes into their Requirements when you approve it.
- Form to fill: your own questions, or your own blank form they fill in and send back.
- Info: first-day words, a link or a video. Nothing to do, and not counted.
A PDF can be up to 20 MB and 50 pages, and not password-locked. Forms never hold SIN, SSN or bank numbers: put those on a Paper to sign set to Payroll only.
Step 3: Set up each item
Name it and add your PDF, then set its rules:
- Required: needed before they are ready to work. Turned off, it never stops them working.
- Someone checks it: someone approves it before it counts. A paper signed on paper, and a document that fills a requirement, are always checked.
- Who can see it: Payroll only keeps it to the people who run payroll. Everyone else who reviews papers sees only its name and whether it is done.
Also when it is due (some days after they accept) and who gets it: everyone sent this packet, or only some roles or job sites. Then tap Add to packet. The arrows put the items in the order people see them.
Step 4: The packet settings
Under your packets (on the phone, tap the settings line under New packet):
- Offers stay open: the days someone has to answer an offer, 7 unless you change it (1 to 30). You can change it on each offer.
- Reminders: on to start. People are reminded 2 days before a paper is due, on the day, then every 2 days, 3 times at most, never at night.
- When a rule changes, ask them to agree again: off to start. Everyone is told about a change either way.
You’re done when…
- Each role you hire for has a packet with your own papers, forms and rules, in the order you want them done.
Good to know
- See it as a new person, in a packet on the phone or the website, shows what someone of a role, at a job site, will get.
- Changing a packet never changes a copy someone already has. Deleting a packet keeps everyone’s copy, and an offer already out keeps its packet.
- Past 15 items, think about sending some after the first day, with Send a paper.
- A new version of a handbook or a policy: open it in the packet and tap Versions and who agreed. How.
- Building packets and their settings needs Edit careers form. Sending offers and reviewing papers needs Review applications, and Payroll only papers open only for people who Process payroll. Someone whose access is limited to some departments or job sites can’t use them.
- Every plan has hiring packets, with nothing to add on.