New Hire Onboarding Setup & Google Account Creation

# New Hire Onboarding Setup & Google Account Creation
 
New Hire Onboarding Setup & Google Account Creation
New Hire Onboarding Setup & Google Account Creation
Department: Human Resources / Administration
Prepared By: Early Steps Learning Center
Purpose
To provide a standardized process for setting up new employees after they accept their offer of employment. This SOP ensures every new hire receives their work email, onboarding instructions, Google Classroom access, and required training in a consistent and secure manner.
Scope
This procedure applies to all newly hired employees at Early Steps Learning Center.
Responsibility
The Administrator or designated onboarding coordinator is responsible for:
Monitoring signed offer letters
Creating work Gmail accounts
Conducting the onboarding phone call
Enrolling employees in Google Classroom
Sending onboarding instructions
Tracking completion of onboarding requirements
Required Before Beginning
The following must be completed before starting this SOP:
Signed Offer Letter received
Employee's full legal name
Last four digits of Social Security Number
Personal phone number
Personal email address
Related / Required SOP
BunnyDoc Standard Operating Procedures (SOPs)
Before beginning the New Hire Onboarding Setup, the BunnyDoc Standard Operating Procedures must be reviewed and followed first.
 
BunnyDoc SOP:
BunnyDoc Standard Operating Procedures (SOPs)
Important
The BunnyDoc SOP is a required prerequisite for this onboarding process. Do not proceed with the New Hire Onboarding Setup until the applicable BunnyDoc procedures have been completed.
 
## Step 1
 Send Onboarding Instruction
Send the Offer Letter and New Hire Onboarding Instructions to the new hire.
Call the new hire to let them know that the Offer Letter and Onboarding Instructions have been sent.
Before sending, update the New Hire Onboarding Instructions file with the new hire’s correct and complete information.
Double-check all information for accuracy before sending.
Please find the New Hire Onboarding Instructions attached for your review.
Attachments
OnboardingInstruction.pdf[attachment — use current approved file in company systems]
 
## Step 2
 Step 1 – Verify Signed Offer Letter
Before any accounts are created:
□ Confirm the signed offer letter has been received.
□ Save the signed offer letter in the employee's personnel folder.
□ Verify:
Employee name
Phone number
Email address
Position
Start date
Do not proceed until the signed offer letter has been received.
 
## Step 3
 Step 2 – Contact the New Hire
Call the employee using the phone number on file.
During the call:
Congratulate them on joining Early Steps.
Explain that you will help them create their official Early Steps work account.
Ask them to have their phone or computer available.
Example:
"Hi [Employee Name]! This is [Your Name] from Early Steps Learning Center. Congratulations again! I received your signed offer letter, and today I'll help you set up your work email and onboarding account."
 
## Step 4
 Step 3 – Create the Work Gmail Account
Create the employee's Google account using the standard naming convention.
Email Format
firstlastname.esllc@gmail.com
Example:
Jane Smith
➡️ janesmith.esllc@gmail.com
Temporary password: stored in the company password manager (do not document passwords or password formats in SOPs).
Verify the employee can successfully sign in before ending the call.
 
## Step 5
 Step 4 – Review Account Information
During the phone call:
Provide the employee with:
Work Gmail address
Temporary password: stored in the company password manager (do not document passwords or password formats in SOPs).
Wait until the invitation has been sent successfully. Once the employee has been assigned to a classroom, the Google Classroom invitation must be completed .
 
## Step 7
 Step 6 – Explain Google Classroom
During the phone call, explain that Google Classroom contains:
Orientation materials
Required onboarding training
Policies and procedures
Videos
Assignments
Forms
Certificates
Explain that all required training must be completed before or by the assigned deadlines.
 
## Step 8
 Step 7 – Send the Welcome & Onboarding Email
Using the employee's new Early Steps Gmail account (or their personal email, if appropriate), send the official Welcome & Onboarding Instructions.
Include:
Welcome message
Training schedule
Classroom expectations
Contact information
Assignment submission instructions
 
## Step 9
 Step 8 – Verify Google Classroom Access
Have the employee:
Open Google Classroom.
Accept the classroom invitation.
Confirm they can view the class.
Verify they can access:
Classwork
Announcements
Assignments
 
## Step 10
 Step 9 – Explain Training Expectations
Review the following with the employee:
Complete all required onboarding modules.
Submit all required certificates and assignments.
Meet all deadlines.
Attend in-house training on scheduled dates.
Check their Early Steps Gmail regularly for updates and announcements.
Allow time for any questions.
 
## Step 11
 Step 10 – Document Completion
After the phone call, update the onboarding tracker.
Record:
Date of phone call
Gmail account created
Google Classroom invitation sent
Classroom access verified
Welcome email sent
Employee questions addressed
Initial onboarding completed
 
## Step 12
 Step 11 – Add the New Employee to Homebase
Once the onboarding phone call has been completed and the employee has successfully accessed their Early Steps work Gmail and Google Classroom, add the employee to Homebase.
Procedure
Log in to the Early Steps Homebase administrator account.
Navigate to Team.
Select Add Team Member.
Enter the employee's information:
Full Name
Early Steps Work Gmail Address
Personal Phone Number
Job Title/Position
Employment Type (Full-Time or Part-Time)
Hourly Pay Rate (as listed in the signed offer letter)
Work Location (if applicable)
Assign the employee to the appropriate department or role.
Send the Homebase invitation to the employee's Early Steps work Gmail account.
Verify that the invitation has been sent successfully.
Update the onboarding tracker to indicate that the employee has been added to Homebase.
Verification Checklist
☐ Employee added to Homebase
☐ Position assigned correctly
☐ Hourly pay entered accurately
☐ Homebase invitation sent
☐ Employee notified to accept the invitation
 
## Step 13
 Step 12 – Follow Up
Within 24 hours:
Confirm the employee has accessed Google Classroom.
Verify the employee has accepted the Homebase invitation.
Ensure onboarding assignments have been started.
Resend invitations if needed.
Offer assistance if the employee experiences any login or access issues.
Update the Onboarding Checklist
Task | Completed
Signed offer letter received | ☐
Personnel file created | ☐
Employee contacted by phone | ☐
Work Gmail account created | ☐
Employee logged into Gmail | ☐
Google Classroom invitation sent | ☐
Classroom access verified | ☐
Welcome email sent | ☐
Employee added to Homebase | ☐
Homebase invitation sent | ☐
Training schedule reviewed | ☐
Onboarding tracker updated | ☐
Follow-up completed | ☐
 
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Use the organization’s approved password manager for all system access. Never place passwords, usernames, PINs, or access codes in this article, task notes, or chat.