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PDR-Team Inc.  ·  Employee Onboarding Runbook
Click any phase to expand · Use buttons to open tools directly · Check off tasks as you go
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How to use this guide

This runbook covers every step to onboard a new PDR-Team employee. Every task has a direct link button — just click, follow the numbered steps, and check it off. No prior knowledge needed. If Josh isn't available, any team member can run this process start to finish.

① Click the linkEach task has a button that opens the right tool directly.
② Follow the stepsNumbered steps tell you exactly what to do inside each tool.
③ Copy promptsFor tools like BILL, copy the ready-made prompt to generate files instantly.
④ Check it offUse the checkboxes to track progress as you go.
🔍
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
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
ADP: Add new employee (W-2) ADP TotalSource
ADP automatically emails the new hire a MyADP invite — they complete W-4, I-9, and direct deposit themselves.
  1. 1Click the button below → ADP TotalSource 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 → ADP automatically sends the new hire a MyADP invite email
  6. 📌 The new hire must complete MyADP before Day 1: W-4 · I-9 Section 1 · Direct deposit · Personal address
→ Open ADP TotalSource
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 company shirt + business card + name tag SharePoint Excel → Alina
Use the HR order spreadsheet. Use the AI prompt below to pre-fill all fields, then open the spreadsheet and paste the values in. Email Alina Germer when done.
  1. 1Check Setup Form → Section C — T-Shirt Size (XS / S / M / L / XL / XXL / 3XL) and Section A — Personal Details
  2. 2Generate a QR code for the business card — use the button below, enter the employee's LinkedIn URL or email, copy the generated QR code URL
  3. 3Fill in the blanks in the AI prompt below (including the QR code URL) and copy it → paste into Claude or ChatGPT
  4. 4Copy the values from the AI response → open the spreadsheet → paste into the yellow fields
  5. 5Save the file
  6. 6Email alina.germer@pdr-team.com — subject: "New hire order — [Name]" — and ask her to place the order
🔲 Generate QR Code → Open Order Spreadsheet ✉ Email Alina in Outlook

🤖 Order Spreadsheet Prompt — paste into Claude or ChatGPT

Fill in the blanks from the completed Setup Form (Section A + C), then paste into Claude or ChatGPT. It will output all the values ready to paste into the yellow fields of the Excel.

I need to fill out the PDR-Team New Hire Order Form (Excel spreadsheet) for a new employee. The spreadsheet has 4 sections with yellow input fields: SECTION 1 — PERSONAL DETAILS - First Name: _______________ - Last Name: _______________ - Job Title / Position: _______________ - Phone Number (format XXX.XXX.XXXX): _______________ - Email Address: [firstname].[lastname]@pdr-team.com - Start Date (format MM/DD/YYYY): _______________ SECTION 2 — BUSINESS CARD ORDER (auto-fills from above) - QR Code URL: _______________ - Special Requests / Notes: none SECTION 3 — NAME TAG ORDER (auto-fills from above) - Special Requests / Notes: none SECTION 4 — CLOTHING ORDER - Gender: _______________ - T-Shirt Size (from Setup Form Section C): _______________ - T-Shirt: quantity 1, color: black - Poloshirt: quantity 1, color: white - Collar Shirt: leave blank - Cap: leave blank - Jacket: leave blank Please output a clean field-by-field list with the exact values to paste into each yellow cell in the spreadsheet. Label each value clearly so I know which cell it goes into.
PHASE 3  —  5 DAYS BEFORE START
ADP · Microsoft · Equipment · Phone · BILL · Aircall · WAP
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ADP: Enroll in UHC health insurance ADP TotalSource
Use the completed Setup Form (Section A + B) to fill the UHC Census Template, then enroll in ADP. 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. 3ADP → 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
→ Open ADP TotalSource

🤖 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. 4Refer to the IT Setup Guide in: _Templates/IT_Setup/
Set up phone per Setup Form choice AT&T
Check Section D of the completed Setup Form for which option they selected. Then check the Monthly Expenses spreadsheet for an available number before logging into AT&T.
  1. 1Open completed Setup Form → check Section D — Phone
  2. 2Open the Monthly Expenses spreadsheet → tab Phone & Internet → check for any lines with a blank name or marked "Cancel" — those numbers are available to reassign
    → Open Monthly Expenses (SharePoint)
  3. 3Find the device IMEI — you'll need it on AT&T:
    • iPhone: Settings → General → About → scroll to IMEI (15 digits)
    • Or: printed on the original box
  4. 4Log into AT&T Business → go to Manage → Change Device IMEI/SIM → search by wireless number → enter the IMEI → assign / add / port:
  5. 5Follow the correct path:
    • Option 1 — Keep phone + new work number: Add company eSIM to their existing iPhone. Provision new number on eSIM via AT&T. Ask for their phone model (on Setup Form).
    • Option 2 — New iPhone + new number: Set up new company iPhone. Assign new work number via AT&T.
    • Option 3 — New iPhone + port old number: Set up new company iPhone. Initiate number port via AT&T (takes 1–3 business days — do this first).
  6. 6Update the Phone & Internet tab in Monthly Expenses 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 → create email signature: Name · Title · Phone · pdr-team.com logo
  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: _______________ - Home Address: _______________ 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: 1. A CSV with headers and one data row using columns: first_name, last_name, email, role, phone 2. A summary of the 4 manual settings to configure after import (Physical Card, Can order own card, Send Invite, Manager) Format the CSV so I can copy it directly into a .csv file and upload to BILL → Import People.
Create WAP account WAP
  1. 1Click the button below → WAP 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 WAP Users
PHASE 4  —  3 DAYS BEFORE START
Admin setup · Check-ins
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Schedule recurring 1:1 check-ins Outlook Calendar
30-minute check-ins at 1 month, 2 months, 4 months, and 6 months after start date.
  1. 1Open Outlook Calendar → New Event
  2. 2Create 4 separate 30-min events at: +1 month, +2 months, +4 months, +6 months from start date
  3. 3Invite: Josh + the new hire
  4. 4Title: "Check-in — [Name] — Month [X]"
→ Open Outlook Calendar
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 MyADP paperwork is completed ADP TotalSource
The new hire should have completed W-4, I-9 Section 1, and direct deposit via their MyADP invite.
  1. 1ADP → employee profile → check Self-Service / 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 ADP TotalSource
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 ADP TotalSource
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. 3ADP → 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 ADP — Complete I-9 Section 2
Receipt of Company Property — print, hand out, sign ADP → Print
Documents what equipment was given. Protects the company.
  1. 1ADP → 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 ADP TotalSource
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
ADP TotalSource Add employee (auto-sends MyADP invite), insurance enrollment, I-9 Section 2, Receipt of Company Property 7 days before · Day 1 → Open ADP
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
WAP Create WAP account 7 days before → WAP 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
PDR-Team Inc.  ·  Onboarding Runbook  ·  Confidential  ·  Questions → Josh Germer  ·  josua.germer@pdr-team.com