A checklist lives in Airtable, where we track all of our people. Each person will have fields for various onboarding items, which should be checked off as they complete those steps.

Notes

Airtable forms

• Profile will create main record

• If they have an app, we will link to it

• That’s the main profile for them and keep track of stories etc.

• After they submit the profile survey, can track onboarding process etc

Onboarding process for multiselect

• needs to be done and all should start in there and you take them out as they complete things

• Yellow = necessary, grey = optional

Sign into HostGator

1. 1. 1. Go to host gator

      2. Click matternews.org

      3. Click “email accounts”

      4. Add

      5. Set a temp password and note it in your email to the team member

      6. Next to the new email, click the little person symbol, which will take you to a new window

      7. At the bottom of that page, click "Configure Mail Client"

      8. At the bottom of the page, enter the PERSONAL email address of the team member

Hi [name]!

Welcome to the team! We are really excited to have you.

I am a cofounder and managing director for Grey Matter Media and Matter News. While you'll be working with the editors on your content, I will handle things like getting you onboarded and paid. Here is a short list of things I need from you:

Required - please fill out within a week:

• Contributor Application (if not already filled out)

• Team Profile

• Direct Deposit Information

  • • You will soon receive this in a separate email that has my name on it. It's from the service Gusto. If you cannot accept direct deposits, just let me know and we can arrange to get you paper checks.

• Contract

  • • Fill out the final page of the document I've attached. Here are instructions for how to sign.

Optional:

• Matter Email

  • • You do not HAVE to use this email, but we encourage it. Yours is [first name]@matternews.org and your password is:

      • • You should get an email to your personal address that gives you instructions for how to go into your regular email client and add settings that will allow you to check your Matter emails via your Gmail, Yahoo, etc.

        • When entering those settings, it asks you to go into your new Matter inbox and confirm, you can do so by logging in here

        • At the top left, it says "CPanel" - click the blue button that says "open"

• Slack

  • • The team uses this for communication, but you are not required to use it if you don't want to. Let me know if you need help with the app! Click the link to register.

• If you will be going out to live events as part of your Matter work, I will need to get you a "press" pass and t-shirt. If so, please let me know your t-shirt size and we will arrange a pick up or drop off.

• Review the information on our team site about the organization. Here are some pages that are most relevant to you:

• Team guidelines, norms, and templates

• Organization info

• Communication Methods

• How to be a team player

• Editorial info for contributors

Please let me know if you have any questions and take care!

Cassie

A checklist lives in Airtable, where we track all of our people. Each person will have fields for various onboarding items, which should be checked off as they complete those steps.

Notes

Airtable forms

• Profile will create main record

• If they have an app, we will link to it

• That’s the main profile for them and keep track of stories etc.

• After they submit the profile survey, can track onboarding process etc

Onboarding process for multiselect

• needs to be done and all should start in there and you take them out as they complete things

• Yellow = necessary, grey = optional

Sign into HostGator

1. 1. 1. Go to host gator

      2. Login: (ask Cass)

      3. Click matternews.org

      4. Click “email accounts”

      5. Add

      6. Set a temp password and note it in your email to the team member

      7. Next to the new email, click the little person symbol, which will take you to a new window

      8. At the bottom of that page, click "Configure Mail Client"

      9. At the bottom of the page, enter the PERSONAL email address of the team member

Ensure you file their forms with the appropriate authorities and added to the employee's Gusto profile as follows:

• W4

• Direct Deposit

• I9

• W11

• IT4

Note: the final step would be to report them as a new hire within 20 days, but our payroll system Gusto takes care of that.

for all volunteers who will access our business systems/records:

Only step: Save a copy of this document to your computer, then attach it to the email you'll send the volunteer.

background:

All information concerning clients, former clients, our staff, volunteers, and financial data, and business records of Grey Matter Media is confidential. “Confidential” means that you are free to talk about Grey Matter Media and about your program and your position, but you are not permitted to disclose clients’ names or talk about them in ways that will make their identity known. No information may be released without appropriate authorization. This is a basic component of client care and business ethics. The board of directors, staff and our clients rely on paid and volunteer staff to conform to this rule of confidentiality.

Grey Matter Media expects you to respect the privacy of clients and to maintain their personal and financial information as confidential. All records dealing with specific clients must be treated as confidential. General information, policy statements or statistical material that is not identified with Copyright © National Council of Nonprofits any individual or family is not classified as confidential. Staff members are responsible for maintaining the confidentiality of information relating to other staff members and volunteers, in addition to clients.

Failure to maintain confidentiality may result in termination of your employment, or other corrective action. This policy is intended to protect you as well as Grey Matter Media because in extreme cases, violations of this policy also may result in personal liability.

FORMER PROCESS (in case we get HelloSign again)

Sign into HelloSign:

• Volunteer confidentiality agreement is loaded into HelloSign as a template and fill in and go

• Hello Sign will send it directly from their platform saying it’s from Cassie

• Check in HelloSign to see if they have signed their contract, because it doesn’t seem we always get an email notification

• If you search their name, it’ll pop up the contract and show you the status

Hi [name]!

Welcome to the team! We are really excited to have you. Here is a list of things I need from you. These are required - please complete within a week:

1. Fill out your team profile

2. Complete Your HR Forms using these instructions

3. Sign up for direct deposit

• Open the email Gusto (our payroll system) has sent you, create a login, and enter info including direct deposit

4. Send me a copy of your ID

• A copy of your passport OR

• a state ID/driver's license + SSN card OR birth certificate

5. Sign up on our Slack

• The team uses this for communication. Let me know if you need help with the app! Click the link to register.

6. Configure your Matter email

• Yours email is andy@matternews.org and your temp password is: tCWBiruqruqv0BWCz#

• You should have an email to your personal address that gives you instructions for how to go into your regular email client and add settings that will allow you to check your Matter emails via your Gmail, Yahoo, etc.

• When entering those settings, it asks you to go into your new Matter inbox and confirm, you can do so by logging in at this link.

• At the top left, it says "Round Cube" - click the blue button that says "open"

7. Send me a tight headshot and t-shirt size.

• I will need to get you a Matter press pass and t-shirt.

8. Review the information on our team site about the organization.

• Most relevant to you: Matter Employee Handbook.

• Here are some other pages that are also relevant to you:

• Team guidelines, norms, and templates

• Organization info

• Communication Methods

• How to be a team player

• Brand guidelines

Please let me know if you have any questions!

Cassi

Most of the elections process and such is outlined on the board section of this site.