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PDR-Team Inc.  ·  Employee Onboarding Runbook
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PHASE 1  —  OFFER ACCEPTED
Do this the same day they say yes
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Create personnel file in OneDrive OneDrive
Do this first — before sending any docs. All signed documents will be stored here as they come back.
  1. 1Open OneDrive → navigate to HR → 03_Employee
  2. 2Create a new folder: [LastName]_[FirstName]
  3. 3As signed docs come back (offer letter, NDA, Setup Form, 30-60-90, Receipt of Company Property): add each one to this folder
→ Open OneDrive / SharePoint
Add to Employee System + send onboarding form System
Fill in what you know now — the new hire will receive a personal link to complete the rest (address, shirt size, photo, emergency contact). The org chart and business card wizard auto-pull from this record.
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Drop offer letter / contract (.pdf) to auto-fill
Fields will be extracted automatically — review and edit before saving
✅ Employee record created
Send this personal link to — they'll fill in their address, shirt size, emergency contact, and photo.
✉ Send via Email
Send Offer Letter via DocuSign DocuSign
Use the existing Offer Letter template. Customize name, title, salary, and start date before sending.
  1. 1Click the button below → DocuSign Templates page opens
  2. 2Find "Offer Letter" template → click Use
  3. 3Enter the new hire's full name + email address
  4. 4Edit salary, title, start date in the document
  5. 5Click Send — DocuSign emails them automatically
→ Open DocuSign Templates
Send NDA via DocuSign DocuSign
Sent together with or directly after the offer letter.
  1. 1Same DocuSign Templates page → find "NDA" template → click Use
  2. 2Enter new hire's name + email → click Send
→ Open DocuSign Templates
Send 30-60-90 Day Plan via DocuSign DocuSign CEO / Senior roles only
Only for leadership hires. Skip for standard roles.
  1. 1DocuSign Templates → find "30-60-90 Day Plan" → click Use
  2. 2Enter new hire's name + email → Send
→ Open DocuSign Templates
BambooHR: Add new employee (W-2) BambooHR
BambooHR automatically emails the new hire an onboarding invite — they complete W-4, I-9, and direct deposit themselves.
  1. 1Click the button below → BambooHR opens
  2. 2Go to People → Add new employee
  3. 3Select employment type: W-2
  4. 4Enter: First name, Last name, Work email, Hire date, Job title, Salary
  5. 5Click Save → BambooHR automatically sends the new hire an onboarding invite email
  6. 📌 The new hire must complete BambooHR before Day 1: W-4 · I-9 Section 1 · Direct deposit · Personal address
→ Open BambooHR
Send New Hire Setup Form via DocuSign DocuSign
This form collects equipment choice, health insurance, dental/vision, 401k, phone preference, t-shirt size. Choose the right version.
  1. 1DocuSign Templates → choose the correct version:
    • Leadership Form — for managers, directors, C-suite (full insurance options + 3 equipment bundles)
    • Standard Form — for all other roles (EE-only insurance + 2 equipment bundles)
  2. 2Enter new hire's name + email → Send
  3. 3Wait for the completed form to come back before Phase 2 — you'll need their choices to order equipment, shirt, and set up BILL
→ Open DocuSign Templates
PHASE 2  —  7 DAYS BEFORE START
Order everything early · Requires completed Setup Form
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Order equipment bundle Amazon
Check the completed Setup Form for which bundle the new hire selected, then order on Amazon.
  1. 1Open the completed DocuSign Setup Form → check Section C — Equipment
  2. 2Order the correct bundle:
    • Bundle A: MacBook Air 15" + iPad Air + iPhone
    • Bundle B: Surface PC + iPhone
    • Bundle C: Windows Laptop + iPad + iPhone
    • Standard B: Windows Surface (touch) + iPhone
  3. 3Also order: screen protector, cables, charger if not included
→ Order on Amazon
Order Business Cards Business Card Wizard
Use the Business Card Wizard to fill in employee details, preview both sides of the card, and generate ready-to-send order emails to VC NA (standard) or a local shop (overnight).
  1. 1Open the wizard below — it pre-fills name, title, and email automatically
  2. 2Add phone number and city/state if not already filled
  3. 3Click Generate Order Emails
  4. 4Copy the email body and send to VC NA — or use the overnight option if needed urgently
💳 Open Business Card Wizard
Order Clothing SharePoint Excel → Alina
Order company shirt for the new hire using the HR order spreadsheet. Check the Setup Form for size and personal details first.
  1. 1Check Setup Form → Section C — T-Shirt Size (XS / S / M / L / XL / XXL / 3XL) and Section A — Personal Details
  2. 2Open the order spreadsheet and fill in Section 1 (personal details) and Section 4 (clothing): T-shirt qty 1 black, Polo qty 1 white
  3. 3Save the file
  4. 4Email alina.germer@pdr-team.com — subject: "New hire clothing order — [Name]"
→ Open Order Spreadsheet ✉ Email Alina in Outlook
Order Name Tag SharePoint Excel → Alina
Order a name tag for the new hire. Fill in Section 3 of the HR order spreadsheet.
  1. 1Open the order spreadsheet below
  2. 2Fill in Section 1 (personal details) and Section 3 (name tag — no special requests needed)
  3. 3Save the file
  4. 4Email alina.germer@pdr-team.com — subject: "New hire name tag order — [Name]"
→ Open Order Spreadsheet ✉ Email Alina in Outlook
PHASE 3  —  5 DAYS BEFORE START
BambooHR · Microsoft · Equipment · Phone · BILL · Aircall · HCP
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BambooHR: Enroll in UHC health insurance BambooHR
Use the completed Setup Form (Section A + B) to fill the UHC Census Template, then enroll in BambooHR. Use the AI prompt below to generate all rows instantly.
  1. 1Fill in the blanks in the AI prompt below → copy → paste into Claude or ChatGPT
  2. 2Copy the output → open the UHC Census Template (in _Templates/) → paste rows in
  3. 3BambooHR → employee profile → Benefits → Enroll
  4. 4Select UHC plan → choose coverage tier from the form (EE / ES / EC / FAM)
  5. 5Also enroll Dental and Vision if selected (Leadership form only)
  6. 6Save and confirm enrollment
  7. 7Email the completed Census Template to Dylan McCamey at BambooHR → use the button below to send a pre-filled email with the attachment
→ Open BambooHR

🤖 UHC Census Prompt — paste into Claude or ChatGPT

Fill in the blanks from the completed Setup Form (Section A + B), then paste into Claude or ChatGPT. It will output ready-to-paste rows for the UHC Census Template Excel.

I need to fill out the UHC health insurance Census Template for PDR-Team Inc. The template has these 10 columns (one row per person — employee + any dependents): 1. First Name 2. Last Name 3. Gender (Male / Female) 4. Date of Birth (MM/DD/YYYY) 5. Zip Code 6. Employee First-Last Name (for dependents — repeat employee name; leave blank for employee row) 7. Coverage Type (EE / ES / EC / FAM) 8. Relationship to the Employee (Employee / Spouse / Child) 9. Job Title 10. Pay Type (S = Salaried / H = Hourly) Here is the information from the New Hire Setup Form: EMPLOYEE (from Section A): - First Name: _______________ - Last Name: _______________ - Gender: _______________ - Date of Birth: _______________ - Zip Code (from Home Address): _______________ - Job Title: _______________ - Pay Type: [S – Salaried / H – Hourly] COVERAGE CHOICE (from Section B): - Coverage Type selected: [EE / ES / EC / FAM] DEPENDENTS (from Section B — only if ES, EC, or FAM; leave blank if EE): - Dependent 1: First Name _______________, Last Name _______________, Gender _______________, DOB _______________, Relationship [Spouse / Child] - Dependent 2: First Name _______________, Last Name _______________, Gender _______________, DOB _______________, Relationship [Spouse / Child] (Add more dependents if needed) Please output: 1. A row-by-row table with all 10 columns filled in for the employee + each dependent (if any) 2. Format it clearly so I can copy each row directly into the Excel census template 3. Note: the Coverage Type and Employee First-Last Name columns only appear on dependent rows — the employee row gets the coverage type only
Create Microsoft 365 account + company email Microsoft 365
Email format is always: firstname@pdr-team.com
  1. 1Click the button below → Microsoft 365 Admin Center opens
  2. 2Go to Users → Active users → Add a user
  3. 3First name / Last name / Display name
  4. 4Username: firstname@pdr-team.com (use lowercase, no middle initial)
  5. 5Assign license: Microsoft 365 Business Standard
  6. 6Note the temporary password → share it with the new hire on Day 1
  7. 7Create a passkey: go to account.microsoft.com/security → Add a new way to sign in → Use a passkey → the 1Password browser extension will pop up automatically → click Save in 1Password
→ Open M365 Admin Center → Open 1Password
Invite new hire to 1Password 1Password
Give the new hire access to the company 1Password account so they can access shared credentials on Day 1.
  1. 1Open 1Password → click Invite People (top right)
  2. 2Enter their company email: firstname@pdr-team.com
  3. 3Assign to the appropriate vault(s) for their role
  4. 4They'll receive an invite email — they set up their own account from there
→ Open 1Password
Set up equipment bundle Apple / Windows
Set up all devices before Day 1. Install all required apps on every device.
  1. 1Unbox all devices. Power on and complete initial setup.
  2. 2Sign in to Microsoft 365 with the new hire's company email on all devices
  3. 3Install and configure on all devices:
    • Microsoft OneDrive
    • Microsoft Teams
    • Aircall app (if applicable)
    • 1Password
  4. 4Send the setup guides to the new hire:
    📧 Compose in Outlook 📱 iPhone_Apps.pdf 🖥️ PC_Apps.pdf
    Click "Compose in Outlook" → then attach both PDFs using the buttons above
Set up phone per Setup Form choice AT&T
Check Section D of the completed Setup Form for which option they selected. Then check Monthly Expenses for an available number before logging into AT&T.
  1. 1Open completed Setup Form → check Section D — Phone
  2. 2Check Monthly Expenses → Phone & Internet tab for lines with a blank name or marked "Cancel" — those numbers are available to reassign
    → Open Monthly Expenses (SharePoint)
  3. 3Find the device IMEI (15 digits) — needed for AT&T:
    iPhone
    Settings → General → About → IMEI
    Any device
    Printed on the original box
  4. 4Log into AT&T Business → Manage → Change Device IMEI/SIM → search by wireless number → enter IMEI → assign / add / port
    Open AT&T Change Device →
  5. 5Follow the path matching their Section D choice:
    Option 1
    Keep phone + new work number — Add company eSIM to their existing iPhone. Provision new number on eSIM via AT&T. Confirm phone model from Setup Form.
    Option 2
    New iPhone + new number — Order a new company iPhone and assign a new AT&T work number.
    1. 1 Order iPhone at apple.com — use Josh's Apple ID. Select the standard model from last year's lineup (not Pro). Ship to office.
    2. 2 Once the iPhone arrives, find the IMEI (15 digits) — you'll need it on the call:
      iPhone Settings → General → About → IMEI
      Or Printed on the original box
    3. 3 Call AT&T Business to add the new line — have the IMEI and account credentials ready:
      Phone (800) 331-0500
      Account # 287333511479
      PIN 090121
    4. 4 Request plan: Business Unlimited Advanced — PDR-Team has a negotiated rate of $25/month per line. Confirm the discount is applied before ending the call.
    5. 5 Activate the iPhone, sign in with the new hire's Apple ID, and complete setup. The new AT&T number will be provisioned via eSIM or physical SIM.
    Option 3
    New iPhone + port old number — Set up new company iPhone. Initiate number port via AT&T first — takes 1–3 business days, so do this before anything else.
  6. 6Update Monthly Expenses → Phone & Internet tab with the new hire's name, number, and device IMEI
Add to Teams · Email signature · Contacts · Org chart Microsoft 365
  1. 1Teams → add new hire to all relevant team chats + Triple M meeting
  2. 2Teams → set up their profile: photo (placeholder until Day 1), background
  3. 3Outlook → send new hire their email signature — click the button below to open a pre-filled email with their formatted signature ready to send
  4. 4Add new hire's work contact to all team devices
  5. 5Update the org chart in OneDrive → HR folder
→ Open Teams → Open M365 Admin
Set up Aircall account (if applicable) Aircall
  1. 1Click the button below → Aircall Users page
  2. 2Click + Invite a User
  3. 3Enter the new hire's company email address
  4. 4Assign to the correct team / phone number
  5. 5Aircall sends them an invite to download and log in
→ Open Aircall Dashboard
Add employee to BILL (company credit card) BILL
Use the completed Setup Form to pull personal info. You make the 4 manager decisions below. Use the AI prompt to generate the CSV in seconds, or add manually.
  1. 1Gather from Setup Form Section A: First name, M.I., Last name, DOB, Home address, Personal cell
  2. 2Decide the 4 manager fields:
    • Role: Member (most employees) · Admin (managers) · Bookkeeper (accounting only)
    • Physical Card: Yes (roles with travel/expenses) · No
    • Can order own card: Yes · No
    • Send Invite: Yes (recommended)
  3. 3Option A — CSV Import (fastest): Use the prompt below → copy output → save as .csv → upload via BILL → Import People
  4. 4Option B — Manual: BILL → People → Add Person → fill in fields
  5. 5After adding: go to Order physical cards (top right on People page) if Physical Card = Yes
→ Open BILL People

🤖 BILL CSV Setup Prompt — paste this into Claude or ChatGPT

Fill in the blanks from the completed Setup Form, then paste the whole thing into Claude or ChatGPT. It will output a ready-to-import CSV row.

I need to add a new employee to BILL (company credit card system) for PDR-Team Inc. Here is their information from the New Hire Setup Form: - First Name: _______________ - Middle Initial: _______________ - Last Name: _______________ - Work Email: [firstname]@pdr-team.com - Personal Cell: _______________ - Date of Birth: (MM/DD/YYYY) _______________ - Street Address: _______________ - Address Line 2 (apt/suite): _______________ - City: _______________ - State: _______________ - Zip Code: _______________ Manager decisions: - Role in BILL: [Member / Admin / Bookkeeper] - Physical Card: [Yes / No] - Can order own card: [Yes / No] - Send Invite: Yes - Manager's email: josua.germer@pdr-team.com Please output a single ready-to-import CSV using EXACTLY these headers and one data row: First name,Middle initial,Last name,Email address,Date of birth,Phone number,Role,Send invite,Physical card,Can order their own physical card,Manager,Assistant,Department,Location,Receipt email,Residential address,Address line 2,City,State,Zip code Department = Business Development. Leave Assistant, Location, Receipt email blank. Format the CSV so I can copy it directly into a .csv file and upload to BILL → Import People.
Create HCP account HCP
  1. 1Click the button below → HCP Users page opens
  2. 2Click Add User (or equivalent)
  3. 3Enter: first name, last name, company email, role
  4. 4Save and send login credentials to new hire
→ Open HCP Users
PHASE 4  —  3 DAYS BEFORE START
Admin setup · Check-ins
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Schedule recurring 1:1 check-ins Outlook Calendar
Auto-generate 4 calendar invites (1, 2, 4 & 6 months after start) — pre-filled with name, dates & attendees.
  1. 1Fill in time & optional CC below, then click Generate Invites
  2. 24 Outlook drafts open — review each and hit Send
  3. 3New hire + Josh are auto-added as attendees
PHASE 5  —  2 DAYS BEFORE START
Final comms · Confirm paperwork is done
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Send pre-Day 1 reminder email Outlook
Tells the new hire what to expect, what to bring, and reminds them about the I-9 ID requirement. Use the saved email template.
  1. 1Open the email template file (in your Onboarding folder)
  2. 2Fill in: name, start date, arrival time, office address
  3. 3Copy the body into a new Outlook email → send to the new hire
  4. ⚠️ Make sure the I-9 ID check section is included — they MUST bring original documents (passport OR driver's license + SSN card)
✉ New Email in Outlook
Confirm all DocuSign documents are signed DocuSign
  1. 1DocuSign → Manage → Sent → filter by recipient name
  2. 2Confirm status is Completed for: Offer Letter · NDA · Setup Form · 30-60-90 (if applicable)
  3. 3If any are still pending → click the envelope → Resend
→ Open DocuSign Manage
Confirm BambooHR onboarding is completed BambooHR
The new hire should have completed W-4, I-9 Section 1, and direct deposit via their BambooHR onboarding invite.
  1. 1BambooHR → employee profile → check Onboarding Status
  2. 2Confirm W-4, I-9 Section 1, and direct deposit are complete
  3. 3If incomplete → call or text the new hire directly to follow up
→ Open BambooHR
Save personal info + emergency contact in 1Password 1Password
HR use only. Keep private.
  1. 1Open 1Password → HR vault
  2. 2Create a new secure note: "[Name] — Personal HR Info"
  3. 3Save: personal cell · home address · emergency contact name + phone
→ Open 1Password
PHASE 6  —  1 DAY BEFORE START
Team announcement · Welcome prep · Final device check
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Send team announcement email Outlook
Announce the new hire to the full team before they arrive.
  1. 1New Outlook email → send to all team members
  2. 2Include: full name · title · supervisor · start date · brief intro (1–2 sentences)
  3. 3Subject: "Welcome [Name] — Joining PDR-Team on [Date]"
✉ New Email in Outlook
Prepare welcome gift + card    Verify all devices are set up + charged
  1. 1Prepare welcome gift (if applicable) + hand-written card
  2. 2Power on every device — confirm each one logs into company email, Teams, and OneDrive
  3. 3Charge all devices to 100% overnight
  4. 4Set aside: equipment · shirt · company credit card (if applicable) · welcome packet
PHASE 7  —  DAY 1
In-person · Most critical phase · Do I-9 verification on Day 1
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⚠️ I-9 Physical ID Verification REQUIRED BY LAW BambooHR
Must be done in person on or before Day 1. You must physically look at original documents — no copies, no photos.
  1. 1Ask the new hire for their original identity documents. Accept ONE of:
    • List A (alone): U.S. Passport · Permanent Resident Card (Green Card) · Employment Authorization Card (EAD)
    • List B + C (together): Driver's license or State ID AND Social Security Card or U.S. Birth Certificate
  2. 2Physically examine the originals — check they appear genuine and relate to the employee
  3. 3BambooHR → employee profile → I-9 → Section 2 → enter document details + your signature
  4. 4Must be completed within 3 business days of the start date
  5. ⚠️ Never accept photocopies or digital images. Original documents only. Failure to verify is a federal violation.
→ Open BambooHR — Complete I-9 Section 2
Receipt of Company Property — print, hand out, sign BambooHR → Print
Documents what equipment was given. Protects the company.
  1. 1BambooHR → employee profile → New Hire Paperwork → Receipt of Company Property → Download PDF
  2. 2Print one copy
  3. 3List all items being handed over (laptop serial, phone, iPad, credit card, shirt)
  4. 4Both you and the new hire sign it
  5. 5Scan and upload to the employee's personnel folder in OneDrive
→ Open BambooHR
Hand out equipment · shirt · credit card + explain expense policy
  1. 1Hand over: equipment bundle + company shirt + welcome gift + company credit card (if applicable)
  2. 2Explain credit card policy: for business purchases, travel, and site expenses only. All purchases visible in BILL.
  3. 3Show them how to log into BILL and see their card activity
→ Open BILL
Take profile photo in company shirt → upload to Teams + OneDrive Teams
  1. 1New hire puts on company shirt
  2. 2Take photo: consistent background (white or office), professional look, front-facing
  3. 3Teams → employee profile → update photo
  4. 4Save photo to their OneDrive personnel folder
→ Open Teams
Test all devices · Office tour · Share company docs
  1. 1Have the new hire test on every device: send a test email · open Teams · access OneDrive · make a test call on Aircall
  2. 2Fix any login or setup issues on the spot
  3. 3Give office tour + introduce to full team
  4. 4Share via OneDrive: company handbook · key links · org chart · any role-specific docs
📋   QUICK REFERENCE — All Tools & Links
Tool Used for When Direct Link
DocuSign Offer letter, NDA, 30-60-90 plan, New Hire Setup Form As soon as hired → Templates
BambooHR Add employee (auto-sends BambooHR onboarding invite), insurance enrollment, I-9 Section 2, Receipt of Company Property 7 days before · Day 1 → Open BambooHR
Microsoft 365 Create company email account (firstname@pdr-team.com) 7 days before → Admin Center
Teams Add to chats, calendar, set profile photo 7 days before → Open Teams
OneDrive / SharePoint Personnel folder, company docs, org chart 5 days before · Day 1 → Open SharePoint
BILL Add employee, set up company credit card, order physical card 7 days before → BILL People
Aircall Add user to phone system 7 days before → Aircall Users
HCP Create HCP account 7 days before → HCP Users
1Password Save personal info & emergency contacts (HR only) 2 days before → Open 1Password
Amazon Order equipment bundle 7 days before → Order Equipment
Shirt / Cards Order shirt + business card + name tag → send to Alina 7 days before → Order Spreadsheet

📁   ONBOARDING RESOURCES

📊 HR Employee TrackerEmployee master list & benefits 🗂️ 2026 Org ChartPDR-Team organizational structure

👥   KEY CONTACTS

Add New Contact

PDR-Team Inc.  ·  Onboarding Runbook  ·  Confidential  ·  Questions → Josh Germer  ·  josua.germer@pdr-team.com