1. Overview
  2. Onboarding, Training & Hiring
  3. Hiring
  4. Hiring New Team Member

Hiring New Team Member

Purpose: Hire reliable WordPress contractors independently
Owner: Operations Manager
Budget Authority: Unlimited for trial payments ($25/candidate)
Timeline: 8-10 days from job post to hire

🔄 HIRING PROCESS FLOWCHART (Big Picture)

START: Need to hire WordPress contractor
↓
┌─────────────────────────────────────┐
│ PHASE 1: PREPARATION                │
│ • Identify role (Tech vs Design)    │
│ • Check trial staging sites work    │
│ • Clone Deftform + XInterview forms │
└─────────────────────────────────────┘
↓
┌─────────────────────────────────────┐
│ PHASE 2: JOB POSTING (Day 1)        │
│ • Post to LinkedIn                  │
│ • Post to FB groups (5-10)          │
│ • Post to Onlinejobs.ph             │
└─────────────────────────────────────┘
↓
┌─────────────────────────────────────┐
│ PHASE 3: COLLECT (Day 2-4)          │
│ • Monitor Deftform 2x/day           │
│ • Watch XInterview videos           │
│ • Score each candidate (1-5)       │
└─────────────────────────────────────┘
↓
DECISION POINT 1: How many qualified candidates?
↓                                     ↓
[5+ Good Candidates]          [< 5 Good Candidates]
↓                                     ↓
Continue                        ⚠️ ESCALATE TO DANIEL
↓
┌─────────────────────────────────────┐
│ PHASE 4: TRIAL TASKS (Day 5-7)      │
│ • Pick top 3 candidates             │
│ • Send trial task email             │
│ • Monitor 48-hour deadline          │
│ • Answer questions within 2 hours   │
└─────────────────────────────────────┘
↓
┌─────────────────────────────────────┐
│ PHASE 5: EVALUATION (Day 7-8)       │
│ • Review all 3 trial submissions    │
│ • Score quality (1-10)              │
│ • Check deadline compliance         │
└─────────────────────────────────────┘
↓
DECISION POINT 2: Clear winner?
↓                                     ↓
[YES - 1 Clear Winner]       [NO - Tie or All Failed]
↓                                     ↓
Continue                        ⚠️ ESCALATE TO DANIEL
↓
┌─────────────────────────────────────┐
│ PHASE 6: HIRING (Day 8)              │
│ • Send offer to winner              │
│ • Send rejections to others         │
│ • Invite winner to Slack            │
│ • Process trial payments ($25 each) │
└─────────────────────────────────────┘
↓
┌─────────────────────────────────────┐
│ PHASE 7: ONBOARDING (Day 9-10)       │
│ • Send BreezeDoc contract           │
│ • Welcome message on Slack          │
│ • Assign first small task           │
└─────────────────────────────────────┘
↓
┌─────────────────────────────────────┐
│ PHASE 8: MONITORING (30 days)        │
│ • Week 1: Daily check-ins           │
│ • Week 2-4: Weekly check-ins        │
│ • Day 30: Performance review        │
└─────────────────────────────────────┘
↓
DECISION POINT 3: Performance good?
↓                                     ↓
[YES - Keep]                  [NO - Issues]
↓                                     ↓
SUCCESS!                      ⚠️ ESCALATE TO DANIEL
Hire complete

🚨 ESCALATION FLOWCHART

PROBLEM OCCURS
↓
Is it in this list?
├─ < 5 qualified applicants → ESCALATE
├─ No clear trial winner → ESCALATE
├─ Rate negotiation → ESCALATE
├─ Performance issues (after warning) → ESCALATE
├─ Process failed 2x → ESCALATE
└─ Anything else → Handle per SOP
 
↓ (If ESCALATE)
1. Document the issue
2. Email Daniel with:
   • What happened
   • What you tried
   • Your recommendation
3. Wait for Daniel's decision
4. Implement decision

📊 DECISION MATRIX: Should I Reject This Candidate?

Issue

Deftform Stage

Video Stage

Trial Stage

Action

Can't work Malaysia hours

❌ REJECT

❌ REJECT

N/A

Auto-reject

Poor English (many errors)

❌ REJECT

❌ REJECT

N/A

Auto-reject

Generic/copy-paste answers

❌ REJECT

N/A

N/A

Auto-reject

No portfolio (design role)

❌ REJECT

N/A

N/A

Auto-reject

Vague availability

⚠️ FLAG

❌ REJECT

N/A

Reject if still vague in video

Reading from script

N/A

⚠️ FLAG

N/A

Lower score, don't auto-reject

Can't explain process

N/A

❌ REJECT

N/A

Auto-reject

Missed deadline

N/A

N/A

❌ REJECT

Auto-reject

Went silent during trial

N/A

N/A

❌ REJECT

Auto-reject

Poor quality work

N/A

N/A

❌ REJECT

Auto-reject

Claimed 5+ hours for trial

N/A

N/A

⚠️ ESCALATE

Use "Exceeded Hours" template

📋 DETAILED STEP-BY-STEP CHECKLIST

PHASE 1: PREPARATION (Before posting job)

☐ Step 1.1: Identify Role Need

  • [ ] Determine what role to hire for:

    • [ ] WordPress Technical Specialist (maintenance/troubleshooting)

    • [ ] WordPress Website Builder (design/implementation)

    • [ ] Other: _______________

  • [ ] Confirm budget: $10/hour standard rate

  • [ ] Confirm hours needed: 10-20 hours/week

  • [ ] List specific tasks they'll handle (write 5-7 bullet points)

☐ Step 1.2: Prepare Trial Environment

  • [ ] Go to SiteGround hosting account

  • [ ] Navigate to staging sites:

    • Tech role: trial-tech.bingodigital.marketing

    • Design role: trial-design.bingodigital.marketing

  • [ ] Test admin login works:

    • Username: trial_candidate

    • Password: [stored in 1Password/LastPass]

  • [ ] Verify trial site is in "broken" state (for tech role)

  • [ ] Verify trial site has ugly homepage (for design role)

  • [ ] If sites need reset: Restore from backup in SiteGround

☐ Step 1.3: Set Up Forms

PHASE 2: JOB POSTING (Day 1)

☐ Step 2.1: Prepare Job Post

  • [ ] Open job post template document: [Google Doc link]

  • [ ] Customize for current role if needed

  • [ ] Update Deftform application link in job post

  • [ ] Copy final job post text

☐ Step 2.2: Post to Platforms

  • [ ] LinkedIn:

    • [ ] Log into Daniel's LinkedIn

    • [ ] Post job ad

    • [ ] Add hashtags: #WordPressJobs #RemoteWork #Hiring

  • [ ] Facebook Groups (post to 5-10 groups):

    • [ ] Elementor Experts

    • [ ] WordPress Developers

    • [ ] Freelance WordPress Developers

    • [ ] Remote WordPress Jobs

    • [ ] [Add other groups Daniel uses]

    • Note: Adjust tone to match group rules (some don't allow direct hiring posts)

  • [ ] Onlinejobs.ph:

    • [ ] Log in

    • [ ] Create new job post

    • [ ] Set to receive applications via external link (Deftform)

  • [ ] Other platforms: [List any others]

☐ Step 2.3: Set Reminders

  • [ ] Calendar: Day 3 - Review applications

  • [ ] Calendar: Day 5 - Send trial tasks

  • [ ] Calendar: Day 8 - Review trial submissions

PHASE 3: APPLICATION REVIEW (Day 2-4)

☐ Step 3.1: Monitor Submissions Daily

  • [ ] Check Deftform dashboard 2x per day (morning/evening)

  • [ ] Check XInterview dashboard 2x per day

  • [ ] Track in spreadsheet:

    • Name | Email | Deftform Score (1-5) | Video Score (1-5) | Notes

☐ Step 3.2: Screen Deftform Responses

Review each submission for:

  • [ ] Can they work Malaysia hours (GMT+8)? → If NO, reject

  • [ ] Do answers show problem-solving ability? → Rate 1-5

  • [ ] Communication quality in English? → Rate 1-5

  • [ ] Red flags present? (see red flag checklist below) → If YES, reject

Scoring System:

  • 5 points = Excellent, clear, detailed

  • 3-4 points = Good enough, acceptable

  • 1-2 points = Poor, vague, concerning

  • Auto-reject if any answer scores 1-2

☐ Step 3.3: Watch XInterview Videos

For candidates who passed Deftform:

  • [ ] Watch all 3 video responses

  • [ ] Rate each video 1-5 on:

    • Communication clarity

    • Honesty about limitations

    • Problem-solving approach

    • Availability confirmation

Red flags in videos:

  • Reading from script (overly rehearsed)

  • Can't articulate problem-solving process

  • Vague about availability

  • Poor English communication

  • Seems overconfident/arrogant

☐ Step 3.4: Create Shortlist

  • [ ] By Day 4 evening, rank all candidates

  • [ ] Select top 5 candidates (combined Deftform + Video scores)

  • [ ] If fewer than 5 good candidates → ESCALATE TO DANIEL

  • [ ] If 5+ good candidates → proceed to trial tasks

PHASE 4: TRIAL TASKS (Day 5-7)

☐ Step 4.1: Select Top 3 Candidates

  • [ ] From your shortlist of 5, pick top 3

  • [ ] Verify they confirmed availability in video

  • [ ] Verify no red flags

☐ Step 4.2: Send Trial Task Emails

Email Template Location: [Google Doc link]

For each of the 3 candidates:

  • [ ] Personalize email with their name

  • [ ] Include staging site credentials

  • [ ] For Tech role: Send Trial Task A

  • [ ] For Design role: Send Trial Task B + content doc + reference sites

  • [ ] Set deadline: 48 hours from email timestamp

  • [ ] Mark in tracking spreadsheet: "Trial Sent [Date/Time]"

  • [ ] Add calendar reminder for deadline

☐ Step 4.3: Monitor Trial Progress

During the 48-hour trial period:

  • [ ] Check email 3x per day for questions

  • [ ] If candidate asks questions → respond within 2 hours

  • [ ] If candidate goes silent → send check-in at 24-hour mark

  • [ ] Track communication quality in spreadsheet

Check-in Email Template (if no communication after 24 hours):

Hi [Name],
 
Just checking in on the trial task. You have 24 hours remaining until the deadline.
 
Let me know if you're on track or if you have any questions.
 
Daniel

PHASE 5: EVALUATION (Day 7-8)

☐ Step 5.1: Review Trial Submissions

Technical Role Evaluation:

  • [ ] Did they meet the 48-hour deadline? → YES/NO

  • [ ] Did they fix all 3 problems? → YES/NO

  • [ ] Quality of documentation? → Rate 1-5

  • [ ] Did they communicate during trial? → YES/NO

  • [ ] Load time improved? → YES/NO

  • [ ] Would you trust them with client work? → YES/NO

Design Role Evaluation:

  • [ ] Did they meet the 48-hour deadline? → YES/NO

  • [ ] Does design look professional? → Rate 1-5

  • [ ] Mobile responsive? → YES/NO

  • [ ] Contact form works? → YES/NO

  • [ ] Design decisions explained well? → Rate 1-5

  • [ ] Would clients approve this quality? → YES/NO

☐ Step 5.2: Rank Trial Submissions

  • [ ] Score each candidate's trial work (total points out of 10)

  • [ ] Identify clear winner

  • [ ] If no clear winner or all failed → ESCALATE TO DANIEL

  • [ ] If tie between 2 candidates → ESCALATE TO DANIEL

  • [ ] If 1 clear winner → proceed to offer

☐ Step 5.3: Check for Time Fraud

If candidate reported excessive hours:

  • [ ] Did they claim more than 4 hours for a 2-3 hour task?

  • [ ] If YES: Use email template "Exceeded Hours - Initial"

  • [ ] Wait for their response

  • [ ] If they insist on excessive hours: Use template "Exceeded Hours - Reject"

  • [ ] If they adjust to reasonable hours: Use template "Exceeded Hours - Accept"

PHASE 6: HIRING DECISION (Day 8)

☐ Step 6.1: Send Job Offer to Winner

  • [ ] Use job offer email template

  • [ ] Personalize with their name and role

  • [ ] Set start date (usually within 3-5 days)

  • [ ] Send Slack invitation:

    • [ ] Open Bingo Digital Slack workspace

    • [ ] Click workspace name → "Invite People"

    • [ ] Enter candidate's email

    • [ ] Select "Guest" account type

    • [ ] Add to channel: #contractors-welcome

    • [ ] Send invitation

  • [ ] Request payment details (PayPal for international, FPX for Malaysian)

☐ Step 6.2: Send Rejection Emails

  • [ ] To the 2 candidates who completed trials but didn't win

  • [ ] Use rejection email template

  • [ ] Request payment details for their $25 trial fee

  • [ ] Process payment within 48 hours

☐ Step 6.3: Process Trial Payments

  • [ ] Winner: $25 trial payment

  • [ ] Runner-up #1: $25 if work was usable quality

  • [ ] Runner-up #2: $25 if work was usable quality

  • [ ] Track in accounting: "Trial Task Payment - [Name] - [Date]"

PHASE 7: ONBOARDING (Day 9-10)

☐ Step 7.1: Contract Signing

  • [ ] Log into BreezeDoc

  • [ ] Use freelance agreement template

  • [ ] Fill in contractor details:

    • Name

    • Email

    • Rate: $10/hour

    • Hours: 10-20/week

    • Start date

  • [ ] Send for e-signature

  • [ ] Follow up if not signed within 24 hours

  • [ ] Save signed contract to: Google Drive > Contracts > [Year] > [Contractor Name]

☐ Step 7.2: Slack Onboarding

  • [ ] Once they join Slack, send welcome message:

Welcome to Bingo Digital, [Name]!
 
Quick orientation:
- This is where all communication happens
- Response time expectation: within 2-4 hours during work hours
- Ask questions in this channel
- I'll assign your first task shortly
 
Looking forward to working with you!

☐ Step 7.3: Assign First Task

  • [ ] Give them a small real task (1-2 hours)

  • [ ] Provide clear SOP/instructions

  • [ ] Set deadline

  • [ ] Monitor how they handle first task

  • [ ] If first task goes well → increase task complexity

  • [ ] If problems arise → document and escalate to Daniel

☐ Step 7.4: Add to Systems

  • [ ] Add to contractor tracking sheet:

    • Name | Role | Start Date | Rate | Hours/Week | Status

  • [ ] Add to time tracking system (if applicable)

  • [ ] Add to payment schedule

  • [ ] Set calendar reminder: 30-day check-in

PHASE 8: POST-HIRE MONITORING (Ongoing)

☐ First 30 Days Checklist

  • [ ] Week 1: Daily check-ins on task quality

  • [ ] Week 2: Every 2-day check-ins

  • [ ] Week 3-4: Weekly check-ins

  • [ ] Day 30: Performance review with Daniel

Red flags to watch for:

  • Missing deadlines without communication

  • Quality declining

  • Going MIA

  • Overreporting hours

  • Not following SOPs

If red flags appear:

  • [ ] Document specific issues

  • [ ] Send warning email

  • [ ] Give 1 week to improve

  • [ ] If no improvement → ESCALATE TO DANIEL for termination decision

RED FLAG CHECKLIST (Auto-Reject Criteria)

❌ Application Stage Red Flags:

  • [ ] Cannot work Malaysia business hours (GMT+8)

  • [ ] Poor English communication (grammar errors in every sentence)

  • [ ] Copy-paste generic answers (clearly not reading questions)

  • [ ] No specific examples when asked for problem-solving process

  • [ ] Demands higher rate in application

  • [ ] Rude or unprofessional tone

  • [ ] Claims 10+ years experience but portfolio shows basic work

  • [ ] No portfolio links for design role

  • [ ] Availability is vague ("maybe", "sometimes", "depends")

❌ Video Interview Red Flags:

  • [ ] Clearly reading from script (no eye contact, robotic)

  • [ ] Cannot explain technical concepts simply

  • [ ] Blames previous clients for all problems

  • [ ] Overpromises ("I can do anything", "I'm the best")

  • [ ] Background is unprofessional (loud, messy, inappropriate)

  • [ ] Admits to juggling 5+ clients currently

  • [ ] Vague about past experience when asked specifics

  • [ ] Can't commit to availability clearly

❌ Trial Task Red Flags:

  • [ ] Missed deadline without communication

  • [ ] Went silent during trial (no updates, no questions)

  • [ ] Submitted incomplete work

  • [ ] Claimed 6+ hours for a 2-3 hour task

  • [ ] Work quality is unprofessional/sloppy

  • [ ] Didn't follow instructions

  • [ ] Copied solutions without understanding (clear from documentation)

  • [ ] Blamed staging site for their inability to complete task

  • [ ] Asked for deadline extension on a 48-hour task

📁 TEMPLATES & RESOURCES

Document Locations:

  • Job Post Templates: [Google Doc link - to be created]

  • Email Templates: [Google Doc link - to be created]

  • Deftform Template Tech: [Link - to be created]

  • Deftform Template Design: [Link - to be created]

  • XInterview Template Tech: [Link - to be created]

  • XInterview Template Design: [Link - to be created]

  • Contract Template: [BreezeDoc link]

  • Tracking Spreadsheet: [Google Sheets link - to be created]

  • Trial Task Instructions: [Google Doc link - to be created]

🔑 Access Credentials:

  • Deftform: Daniel's email

  • XInterview: blackflam85@gmail.com / XQpEfYaq8JAs

  • SiteGround: [Password in 1Password]

  • BreezeDoc: [Login details]

  • Slack Admin: [Login details]

END OF SOP

✅ WHAT YOU NEED TO DO NOW:

1. Create the supporting documents:

  • [ ] Job post templates (I already wrote these above)

  • [ ] Email templates (I already wrote these above)

  • [ ] Set up Deftform templates

  • [ ] Set up XInterview templates

  • [ ] Create tracking spreadsheet

2. Package everything:

  • [ ] Put this SOP in a Google Doc

  • [ ] Create a folder with all templates

  • [ ] Share with your operations manager

Want me to:

  • A) Create a Google Doc version you can copy-paste?

  • B) Write the tracking spreadsheet structure?

  • C) Help set up the Deftform/XInterview templates step-by-step?

What's next?

Written by Daniel Last updated December 8, 2025
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