Improve onboarding documentation

[benhylau]

^{This initial comment is collaborative and open to modification by all.}

Task Summary

📅 Due date: N/A 🎯 Success criteria: Gather onboard resources and figure out how to improve onboard process.

Several items were created to improve onboarding flow. We should centralize these resources:

• Onboard email template
• Stuff that Ops has to do to set up a new employee
• Matrix sign-up that @writerly03 wrote
• Add new employee guide by Finance
• Onboard doc for Denise by @uditvira

To Do

• [ ] Review by Operations group
• [ ] ...

[deniseyu]

I stumbled on this 😄 I basically wrote down every time I had to make an account or join something in the last 2 weeks. In case it's helpful:

To do by Onboarder

• [ ] Accounts setup
  • [ ] Invite to GitHub org
  • [ ] Invite to Bitwarden
  • [ ] Invite to shared Hypha gcal? (jk might be going away)
  • [ ] Ensure added to coffee chats, all-hands, recurring socials
  • [ ] Invite to Miro org
  • [ ] Share folders in GDrive
  • [ ] Initiatives (?)
  • [ ] Add to relevant channels in Element
  • [ ] Add to Element org? Not sure the lingo
  • [ ] Add to Hypha Coop Signal emergency contact group
  • [ ] Add to Airtable (?)
  • [ ] Invite to hyphahq Slack
  • [ ] Invite to social Discord
  • [ ] Invite to Digital Ocean
• [ ] Project
  • [ ] Add to project standups, syncs, any other recurring meetings
  • [ ] Add to project-specific Gmail distribution list, if exists
  • [ ] Add to project-specific GitHub repos and Google Drives
  • [ ] Add to sync notes (eg. Notion for Cosmos)
  • [ ] Add to Grafana (https://monitor.prod.hypha.coop/login)
  • [ ] Add to relevant Telegram groups

Onboardee

• [ ] HR tasks (mostly covered in Ben’s email, not sure if need more systematizing)
  • [ ] Sign & submit tax withholding forms to Ben
  • [ ] Complete & send healthcare enrollment forms to provider
  • [ ] Send payroll information via email to Ben
  • [ ] Send SIN via Signal to Ben
• [ ] Accounts setup
  • [ ] Sign into your Hypha email
  • [ ] Create account with Element
  • [ ] Configure a profile picture
  • [ ] Create account with Bitwarden
  • [ ] Download Bitwarden Chrome extension
  • [ ] Create GitHub account, if needed
  • [ ] Create Discord account, if needed
  • [ ] Sign up for Telegram, if needed
  • [ ] Sign up for Signal, if needed
  • [ ] Recommended: After being added to emergency Signal group, save the contact details of at least the people on your team
  • [ ] Sign into Miro with Hypha email
• [ ] Optional admin
  • [ ] Set up your working hours in Google Calendar
• [ ] Social
  • [ ] Complete Miro board with your profile
  • [ ] Have a 1:1 with people on your project team

[rkashe]

I've pulled all of the information from this issue, and collected all of it into docs in Drive. Tracking this over in issue 293