HR Onboarding SOP
Standard Operating Procedure for onboarding new PRG LandTech members.
This SOP defines the end-to-end process for creating, vetting, provisioning, and activating a new member account inside the PRG LandTech platform. It applies to all new hires — Employees, Contractors, Interns, and Volunteers — within the PRG_LANDTECH entity.
Following this procedure ensures every new member: (a) has the correct accounts and communication tools, (b) has completed required documentation, (c) is approved for dashboard access, and (d) is fully ready to operate on day one.
Every new member moves through six phases, tracked by the HR Onboarding Manager.
Hiring Manager sends an offer-acceptance confirmation to HR. Required info: full name, personal email, phone, worker type, start date, department, and job title.
Navigate to Admin Dashboard → Users → HR Onboarding. Click + Add New Hire and fill in every field. Hit Create Member.
System auto-sets status to profile_created and initializes all document statuses to pending.
From the new member card, click the mail icon to dispatch the onboarding email. This requests the missing documents and confirms email deliverability.
The following documents are required for every new member:
- ID / Proof of Identity — Driver's license, passport, or state ID
- Tax Form — W-9 (contractors) or W-4 (employees)
- Direct Deposit Authorization — voided check or bank letter
- Background Check Authorization — signed consent form
- NDA — signed Non-Disclosure Agreement
- Handbook Acknowledgment — signed employee handbook receipt
In HR Onboarding, switch to the Documents tab. Each member card shows a count (e.g. "2/3 Approved") and a "docs missing" badge if anything is outstanding.
Click Send to All Pending to email every member who is still in the document-collection phase with missing documents.
Click Review Docs on a member card to expand. Drag-and-drop files into the upload zone. Files are stored in the member's Google Drive folder (linked from Open Onboarding Folder).
For each document field (DL, W-9, Background), use the dropdown to set status:
Cross-check the ID name and DOB against the offer letter. Verify W-9 SSN/EIN format. Do not approve incomplete or illegible documents.
If a document is invalid, set its status to rejected, then send the member a follow-up email explaining what's needed. Repeat until all required documents are approved.
Once all documents are approved and the member is on a paid tier, provisioning fires automatically. HR's job is to monitor and confirm.
Either expand the row in Admin Onboarding Queue, or open the member's portal record. The checklist tracks five items:
Any item showing Failed needs manual remediation. Click into the HR Onboarding Manager and run the relevant retry from the member detail panel, or coordinate with IT.
If the member is on the free tier, Workspace email and Google Voice will show Skipped. Provisioning will fire automatically once the subscription activates — no action required from HR.
The User Approval Queue at /admin/onboarding-queue is the gate that actually unlocks the platform for the member.
The system requires all of the following before a standard Approve:
- Meeting status =
completed - Billing status =
active - Document status =
approved - Provisioning checklist all Ready
If all conditions are met, hit the green Approve button. The member's dashboard unlocks immediately and they receive their credentials email.
Click Deny for: failed background check, withdrawal of offer, no-show after multiple attempts, or policy violation. A written reason is required and saved to the audit log.
The kebab (⋮) menu offers four overrides, each requiring a written reason:
- Manual Override Approve — bypass all 4 gates (executive sign-off only)
- Clear Schedule/Onboarding Gates — for stuck users who need access restored
- Bypass Document Check — when docs are valid but delayed in workflow
- Bypass Billing Check — when payment is in-flight but not yet posted
- Manual Suspend — emergency revoke (theft, policy violation)
In the member detail panel, mark meeting_status = completed with the completion timestamp.
Set training_access_status = unlocked. This grants the member entry to the Training Dashboard and the M1–M13 curriculum.
Advance the onboarding status using the dropdown in the member detail panel.
Send a brief handoff email confirming the member is fully active, with a link to their profile. Hiring Manager owns the rest of the day-1 experience.
OnboardingAuditLog.| Issue | First Response | Escalate To | SLA |
|---|---|---|---|
| Docs missing > 3 days | Send reminder email | Hiring Manager | 24h |
| Workspace provisioning failed | Retry from member panel | IT / Programmer | 4h |
| Background check rejected | Notify HR Admin | HR Admin → Legal | Same day |
| Member requests early access | Verify with Hiring Manager | HR Admin | 24h |
| Suspected fraud / identity issue | Manual Suspend immediately | HR Admin + Owner | Immediate |
- All onboarding documents are stored in the member's Google Drive folder, retained for 7 years post-termination.
- Every status transition, approval, deny, and override is written to
OnboardingAuditLogwith actor, timestamp, and reason. - PII (SSN, DOB, ID copies) is access-restricted to HR Admin and Owner roles only.
- HR Coordinator reviews the queue daily; HR Admin reviews escalations weekly.
- This SOP is reviewed and updated quarterly by the HR Admin.