Purpose & Objectives

✅ The purpose of this hiring process is to ensure a structured, efficient, and compliant approach to recruiting and onboarding employees at Westside Market.

✅ By following these guidelines, the company ensures that hiring decisions are well-documented, onboarding is seamless, and new employees integrate successfully into their roles.

✅ A clear and organized hiring process promotes a well-staffed workforce, enhances productivity, and ensures compliance with legal and company requirements.

🚨 What to Avoid:
❌ Hiring employees without following the structured approval and documentation process.
❌ Delays in onboarding, leading to operational disruptions.

Step 1: Identify the Hiring Need & Get Approval

✅ Store Manager (SM) identifies the need for a new employee and discusses it with their Operations Manager.
✅ If approved, the SM proceeds with job advertising and recruitment.

Step 2: Advertise the Position & Source Candidates

✅ Post the job on Indeed or other relevant job boards.
✅ Network with professionals in the industry to identify potential candidates.

USE RECRUITMENT MODULE FOR ALL HIRING, FOLLOW THE STEPS.

Step 3: Conduct Interviews 

📌 Step 3A: Conduct a Phone Screening (15 Minutes)
✅ Candidate will receive an email with predefined company screening questions.
✅ On the phone and with submitted questions If the candidate meets initial criteria, invite them for an in-person interview.

📌 Step 3B: Conduct an In-Person Interview (1-2 Hours)
✅ Use the company’s STRUCTURED INTERVIEW QUESTION assess skills, experience, and cultural fit.
✅ Evaluate the candidate's responses, professionalism, and problem-solving ability.

📌 Step 3C: Conduct Reference Checks
✅ Contact at least three professional references.
✅ Document answers to key reference questions.

Step 4: Extend a Job Offer & Secure Approvals

📌 Step 4A: Send Job Offer for Signature
✅ The SM sends a digital job offer to the selected candidate via BMBerry.
✅ The offer includes:

• Job Duties & Responsibilities
• Compensation Details
• Company Policies & Expectations

📌 Step 4B: Job Offer Acceptance & Approval Process
✅ The new employee signs the job offer electronically via BMBerry.
✅ The Operations Manager reviews and signs off on the new hire in BMBerry.

📌 Step 4C: Employee Profile Creation
✅ Once the contract is signed, click “Create Employee” in BMBerry under the “New Employee Contract Sign” stage.

Step 5: Employee Onboarding in Paylocity

📌 Step 5A: Employee Details into Paylocity
✅ The HR enters the new employee’s details into Paylocity.
✅ Through Paylocity, the HR emails the employee a checklist of nine required onboarding steps.

📌 Step 5B: Employee Completes Required Onboarding Tasks
The new employee must complete all nine steps in Paylocity and submit a screenshot showing 100% completion to their SM:

1. ✅ Employment Eligibility (I-9 Document Attachments)
2. ✅ Home Contact Information
3. ✅ Withholding Forms Wizard
4. ✅ Direct Deposit Setup
5. ✅ Go Paperless! (Paperless Payroll Enrollment)
6. ✅ Emergency Contact Information
7. ✅ Confidentiality Sign-Off
8. ✅ Self-Service Profile Setup
9. ✅ Complete Any Additional HR Requirements

📌 Step 5C: Verification & HR Setup
✅ SM emails the Operations Manager a screenshot confirming 100% completion of the new employee's Paylocity tasks.
✅ HR/Accounting assigns an Employee ID in Paylocity.
✅ Paylocity processes E-Verify, which may take up to 3 business days.

🚨 No new employee may start working before this verification step is completed!

Step 6: Finalizing Employment & Training Schedule

📌 Step 6A: Confirmation & Scheduling
✅ Once the new employee is E-verified, the Operations Manager notifies the SM that the employee is in the system.
✅ The SM schedules training and sets up the new employee’s first shifts in Paylocity.

📌 Step 6B: System Access & Account Setup
✅ The SM adds new sales team members to Traxia for access to POS and inventory management.

7. Summary: Key Hiring Steps

✔ Get hiring approval from supervisor.
✔ Advertise and source candidates.
✔ Conduct phone screenings, in-person interviews, and reference checks.
✔ Send a job offer via BMBerry and obtain necessary approvals.
✔ Enter employee details into Paylocity and complete onboarding steps.
✔ Ensure E-Verify completion before the employee starts working.
✔ Schedule training and grant system access.