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Recruiting

Recruiting Cleaners

📌 Below is our 5-Step Recruitment Process. Click the dropdown icons to show a quick overview, or dive into the tutorials for each different step.
1
Advertise
Gather candidates using our Seek or Facebook ad campaigns.
2
Screen
Screen candidates on Seek and via our spreadsheet (website leads).
3
Interview
Conduct Zoom interviews and document everything.
4
Trial / Rejection
Send successful interviewees to a paid trial shift.
5
Onboard
Induct them into the team if the trial goes well.

Step 3 — Documentation

⚠️ Don't skip any of these steps! It's important that we remain organized and procedural throughout the hiring process.
1. Using the Candidate Tracker

Before an interview can be conducted, you must create a candidate profile inside the candidate tracker.

To create a new candidate profile, click New Page under the Interview stage.

Then replace 'Candidate Name' with their name, and click on the box or the Open in side peek button to complete the rest.

In the right-hand column, you can update the candidate's details such as email, phone, lead source, location, and what stage they're at in the hiring process.

On the left, you will find a section to add notes, upload files like contracts, forms, ID, and police checks, and the checklists that are to be completed further along in the hiring process.

To move the candidate's profile to different stages throughout the hiring process, you can simply click and drag them into the relevant stage.

Alternatively, you can change this by clicking on their profile and editing the Stage.

2. Creating a OneDrive folder
3. Link OneDrive to Candidate Tracker
4. Exporting the Interview Checklist

Once you've completed the interview checklist, head to the right side of the screen and click on the 3 dots.

Then click Export.

Change the export format to PDF, then click Export.

Then go into OneDrive and save it in the candidate's folder.

That's it! All done.

5. Record & Document the Interview

If the Zoom recording doesn't start automatically when you join the call (it will say it aloud and display it on the screen), then you will need to activate the recording by pressing the button at the bottom of the screen.

As soon as you end the meeting, Zoom will save the recording to your local files. Zoom typically saves it to your Documents folder.

Once it's finished processing, head over to the folder where Zoom stored the recording, and copy it into the OneDrive candidate folder along with the interview checklist.

If you haven't created the folder already, check above in the Exporting the Interview Checklist section to see where to do it and how.

Step 3 — Interviewing Guide

🎯 The purpose of the interview is to see if the candidate will show up (on time), communicate well, have a good attitude, and show interest in the role.
The interview stage is a crucial part of the process. We need to be sure of a few things:
  • Is this job right for them?
  • Have we answered all of their unasked questions?
  • Will they be a good fit for our team?
  • Will they align with our values?
Pre-interview:
Interview:

Pay attention to how they're responding to your questions. Are they giving you flat/empty answers, or are they engaging in conversation and adding to the flow of the dialogue? If it feels like you're talking to a brick wall, imagine how difficult it would be to try training them!

Questions surrounding their previous jobs are important. Do they have a history of bouncing around jobs? Do they have big gaps in their employment? If so, why? We don't want to have people on if they're more likely to move on after a short while.

Place big emphasis on finding out what things they did or didn't like about previous jobs and employers. We don't want to create the same bad experiences for people that caused them to leave in other roles.

Most importantly, SMILE! Be personable, bubbly, and act like the type of person we want on the team. You are their first impression of our company, so it needs to be a good one.

💡 If you don't feel comfortable with 'rejecting' someone right there on the Zoom call, you can use a cop-out line like "I've just got a few more people to interview today, but afterwards I'll consolidate everything and let you know if you've been selected to move forward in the hiring process", and then send them the rejection email template after.
Post-Interview Documentation:
✅ Remember to tick checklist items throughout inside their candidate profile throughout the hiring process. This ensures everyone stays on the same page and nothing is missed.

Step 4 — Post-Interview Actions

⚡ The key here is SPEED. These people are looking for a job right now, and the first good offer they get, they'll take. We need to make sure we email them straight away, reply in a timely manner, otherwise we risk losing them.

NO — Rejection Process

  • Move their candidate profile into the Rejected stage in the candidate tracker.
  • Ensure their interview checklist is complete with reasoning as to why they were rejected.
  • Double check that the candidate profile is up to date with documentation and that the Pre-Employment checklist items are checked off.
  • Send them the Interview - Rejection email template.

YES — Trial Invitation

  • Move their candidate profile into the Trial stage in the candidate tracker.
  • Ensure their interview checklist is complete and documented inside OneDrive & their candidate profile.
  • Double check that the candidate profile is up to date with documentation and that the Pre-Employment checklist items are checked off.
  • Send them the Interview - Trial Offer email template.
Pre-Trial Requisites:

Step 5 — Onboarding Process

📋 The Expectations database exists in Notion as a quick-reference for onboarding standards.
Contracts & Forms
Before they can officially join the team and begin training, employees must be given the following:
  • Employment contract/Letter of offer
  • Medical file
  • Media release form
  • Non-compete agreement

These should be delivered via email in PDF format or in-person immediately following their successful trial shift.

Remember to tick these off in the Onboarding section of their candidate profile and upload their signed docs there as well as their OneDrive folder.

Invitation to Jobber & Slack
  • Invite the employee to Jobber
  • Invite the employee to Slack
  • Send them the relevant Employee Software Tutorial videos
1 on 1 Meeting with Jason

Schedule and complete a 1-on-1 onboarding meeting with Jason as part of the new employee induction.

1 on 1 Meeting with Stacy

Schedule and complete a 1-on-1 onboarding meeting with Stacy as part of the new employee induction.

Move Candidate from Candidate Tracker to the Employee Database

Click the 3 dots on a candidate's profile and select Move to.

Search for 'Employee Database' and select to move their profile.

View in Notion