# Remote‑First HR Onboarding & Compliance Playbook

## 1️⃣ Overview & Quick Start  
A single‑source Notion workspace that turns a Google Form submission into a fully tracked onboarding journey:  

* **Capture** – New‑hire data lands in the **New Hire Master** database via Zapier/Webhooks.  
* **Equip** – Automated relation to **Equipment Inventory** assigns laptops, monitors, etc.  
* **Comply** – Jurisdiction filter shows only the legal tasks that apply (e.g., I‑9, GDPR, BC Employment Standards).  
* **Progress** – 30/60/90‑day milestones are rolled up into a live “Onboarding Score”.  
* **Audit** – One‑click “Export to PDF” view bundles all completed forms, receipts, and compliance check‑lists for regulators.  

> 💡 Tip: Keep the Google Form URL in the **Workspace Settings** page so any HR teammate can update it without digging into Zapier.

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## 2️⃣ New Hire Master (Database)  
| Name | Start Date | Role | Manager | Email | Jurisdiction | Status | Equipment Assigned | Compliance Completed | 30/60/90 Score |
|------|------------|------|---------|-------|--------------|--------|--------------------|----------------------|----------------|
| Alex Rivera | 2024‑07‑01 | Senior Front‑End Engineer | Maya Patel | alex.rivera@example.com | CA, USA | ✅ Onboarded | Laptop, Monitor | ✅ 5/5 | 100% |
| Priya Singh | 2024‑07‑15 | Marketing Ops Manager | Luis Gomez | priya.singh@example.com | ON, Canada | ⏳ In Progress | Laptop | ✅ 4/5 | 80% |
| Jamal Ahmed | 2024‑08‑01 | Customer Success Lead | Elena Rossi | jamal.ahmed@example.com | TX, USA | ⏳ Pending | – | ❌ 0/5 | 0% |

**Key properties & formulas**  
* **Equipment Assigned** – Relation to **Equipment Inventory** (multi‑select).  
* **Compliance Completed** – Roll‑up of linked **Compliance Tasks** → `prop("Done")` → `percentChecked()`.  
* **30/60/90 Score** – Formula: `round((prop("30‑Day Completed") + prop("60‑Day Completed") + prop("90‑Day Completed")) / 3 * 100) + "%"`.  

> 💡 Tip: Use the “New Hire Form” Zapier trigger to `Create Database Item` in this table; map each form field to the matching property.

---

## 3️⃣ Equipment Inventory (Database)  
| Asset ID | Type | Model | Serial # | Assigned To | Status | Purchase Date | Warranty End |
|----------|------|-------|----------|-------------|--------|---------------|--------------|
| EQ‑001 | Laptop | MacBook Pro 14" | C02XYZ123 | Alex Rivera | ✅ In Use | 2023‑03‑12 | 2026‑03‑12 |
| EQ‑002 | Monitor | Dell UltraSharp 27" | D12345AB | Priya Singh | ✅ In Use | 2022‑11‑05 | 2025‑11‑05 |
| EQ‑003 | Keyboard | Logitech MX Keys | LMXK-9876 | – | 📦 In Stock | 2024‑01‑20 | 2027‑01‑20 |

**Automation note** – When a new hire’s **Status** changes to “✅ Onboarded”, a filtered view of this table (Status = 📦 In Stock) can be used by the IT Ops team to claim an asset and update the **Assigned To** relation.

> 💡 Tip: Add a “Last Audited” date property and run a monthly reminder view to verify asset locations.

---

## 4️⃣ Compliance Tasks (Database)  
| Task | Jurisdiction | Owner | Due Date | Done | Linked Hire |
|------|--------------|-------|----------|------|-------------|
| Complete I‑9 Form | USA (all) | HR Lead | 2024‑07‑03 | ✅ | Alex Rivera |
| Sign BC Employment Standards Agreement | Canada (BC) | Legal | 2024‑07‑20 | ❌ | Priya Singh |
| GDPR Data‑Processing Consent | EU | Data‑Privacy Officer | 2024‑07‑10 | ✅ | Alex Rivera |
| Texas Workers’ Compensation Waiver | USA (TX) | HR Lead | 2024‑08‑01 | ❌ | Jamal Ahmed |
| Remote Work Policy Acknowledgement | Global | HR Lead | 2024‑07‑05 | ✅ | All hires |

**Roll‑up to New Hire Master** – Each hire’s **Compliance Completed** shows the percentage of “Done” tasks for that person.

> 💡 Tip: Create a filtered view “Pending Compliance – CA” that surfaces only tasks for hires in California; assign to the local HR coordinator.

---

## 5️⃣ 30/60/90‑Day Onboarding Milestones (Database)  
| Milestone | Owner | Due (Days) | Completed? | Linked Hire |
|-----------|-------|------------|------------|-------------|
| System Access (GitHub, Slack) | IT Ops | 5 | ✅ | Alex Rivera |
| First Project Kick‑off | Manager | 30 | ⏳ | Priya Singh |
| Customer Call Shadowing | Team Lead | 60 | ❌ | Jamal Ahmed |
| Performance Review Prep | HR | 90 | ❌ | Alex Rivera |
| Leadership Lunch (Remote) | Manager | 30 | ✅ | Priya Singh |

**Formula example** – In **New Hire Master**, a roll‑up `prop("Milestones") → prop("Completed?") → countAll()` feeds the “30‑Day Completed” number used in the 30/60/90 Score.

> 💡 Tip: Use Notion’s “Timeline” view for this table to visualize overlapping onboarding windows across multiple hires.

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## 6️⃣ Audit‑Ready PDF Packet (One‑Click Export)  
1. **Create a “Print View”** for each database (New Hire Master, Equipment Inventory, Compliance Tasks, Milestones) with the filter `Status = ✅ Onboarded`.  
2. Add a **Page** called **Audit Packet** that embeds each Print View as a linked database.  
3. At the top of the page, insert a **Button** (via Notion’s “Template Button”) named **Generate PDF** that toggles a hidden “Export” toggle.  
4. When the toggle is on, the page expands to show a **Print** button (browser `Ctrl+P`) – set the destination to “Save as PDF”.  
5. The resulting PDF contains:  
   * New‑hire personal data (redacted fields optional).  
   * Signed compliance forms (uploaded as files).  
   * Equipment receipt images.  
   * Completed milestone checklist.  

> 💡 Tip: Use Notion’s “Page Lock” on the Audit Packet after generation to preserve a snapshot for regulators.

---

## 7️⃣ Ongoing Maintenance & Scaling  
| Activity | Frequency | Owner | Notes |
|----------|-----------|-------|-------|
| Refresh Google Form fields | Quarterly | HR Ops | Add new benefit options as they launch. |
| Audit equipment locations | Monthly | IT Ops | Use the “Last Audited” view. |
| Update jurisdiction compliance list | As needed | Legal | Add new state laws (e.g., California AB5). |
| Review 30/60/90 milestones | Bi‑annual | People Ops | Adjust for role‑specific changes. |
| Backup Notion workspace | Weekly | IT | Export as CSV/HTML for disaster recovery. |

> 💡 Tip: Duplicate the entire workspace template for each new department (e.g., Engineering, Sales) and rename the filtered views to keep jurisdiction logic consistent.

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## How to import into Notion  
1. **Create a new page** in your Notion workspace where you want the template.  
2. Click **Import** → **Markdown & CSV**, then **drag‑drop** this `.md` file (or copy‑paste the content).  
3. Notion will generate headings and plain tables. For each table:  
   * Click the table block → **Convert to Database** → **Table – Full Page** (or **Inline** if you prefer).  
   * Rename the database to match the section title (e.g., “New Hire Master”).  
   * Re‑create the property types (Date, Person, Select, Multi‑Select, Relation, Rollup, Formula) according to the column headers.  
4. Set up **Relations**:  
   * In **New Hire Master**, add a Relation to **Equipment Inventory** (multiple) and another to **Compliance Tasks** (multiple).  
   * In **Equipment Inventory**, add the reciprocal Relation to **New Hire Master**.  
5. Add the **Formula** and **Roll‑up** properties exactly as described in the sections above.  
6. Create the **Views** (Table, Board, Timeline, Print) and apply the filters shown in each section.  
7. (Optional) Connect the Google Form to Notion via **Zapier** or **Make**: trigger “New Form Response” → “Create Database Item” in **New Hire Master**.  
8. Test the workflow with a dummy hire to ensure equipment assignment, compliance task creation, and the PDF packet generate correctly.  

Your Remote‑First HR Onboarding & Compliance Playbook is now live and ready to scale!