New Hires Process 2026

Please follow this process when you hire a new employee.

Before First Day of Employment

• Send the new hire welcome email (find template here)
• Request that the employee be added to Quickbooks & TSheets (AKA Quickbooks Time) by sending an email to Dona @ Calculate. Here is the information that Dona will need to set up the new employee and that you need to include in the email:
  • Employee First & Last Name
  • Employee’s email
  • Employee’s cell phone number
  • Start Date
  • Hourly base pay rate
  • Group (Listing, Warehouse, Management, Marketing, etc)
• Add the employee to Slack
• Fill out the initial terms of employment page, job description and print out the first five pages of the new hire packet. Job description needs to be signed.
• Have Zack activate door keycard and make badge
• Set up their computer with new employee login and login to LastPass (if applicable)
• Have Team Lead set up their desk/workspace

First-Day Paperwork

• I-9
• W-4 (if not filled out digitally)
• Direct Deposit Form (if not filled out digitally)
• Sign Initial Terms of Employment and other pages
• Issue employee their front door badge and have them fill out the key form (Zack)

First-Day Tasks

• Enter I-9 IDs into Quickbook
• Complete eVerify
  Add the employee to the employee information sheet.
• Add employee to the employee purchase form
• Add employee to the time clock approval form (hourly employees only)
• Add employee to the attendance form
• Add the employee’s work anniversary and birthday from the Google Calendar
• Add the employee to the knowledge base
• Send the employee the initial Slack Message from the template here
• File new hire report
• Add the employee to the schedule.
• Introduce the new team member on the general channel on Slack
• If employee is a lister:
  • Add lister’s initials to the auction returns list
  • Add the lister to the Listing App (Sam usually does this)
• If employee is warehouse:
  • Add the employees initials to the pickup app (ask Irvin)

Tasks for management/team leads

• Create an RGT email address and share the username and password with the employee
• Share relevant google drive folders with the employee’s new RGT email address
• Add employee’s name to the top question to the attendance form
• Add the employee to the Evaluation Spreadsheet

Follow-up 3-5 Days After Hire

• Check in to see if the employee needs anything or has any questions
• Make sure they filled out the get to know you form following these instructions.
• Copy their emergency contact info over to the RGT Contact List