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)

🚨 ESCALATION FLOWCHART

📊 DECISION MATRIX: Should I Reject This Candidate?

📋 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-alpha.bingostaging1.com/wp-admin

  • Design role: trial-design-alpha.bingostaging1.com/wp-admin

• [ ] Test admin login works:

  • Username: trial_candidate

  • Password: TrialPass2024!

• [ ] 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

• [ ] Log into Deftform (Daniel's email)

• [ ] Clone existing form template:

  • Tech role: https://forms.bingodigital.marketing/oT0j3y

  • Design role: https://forms.bingodigital.marketing/P4hNRg

• [ ] Update form title with current date

• [ ] Test form submission

• [ ] Log into XInterview (Daniel's email: blackflam85@gmail.com, pass: XQpEfYaq8JAs)

• [ ] Clone existing interview template:

  • Tech role: http://app.xinterview.ai/direct_invite/caa27d04-3220-4de5-ab42-d5d3d73214c2/

  • Design role: https://app.xinterview.ai/direct_invite/8d0d6328-959f-4bad-8dc3-6d5ca5309e10/

• [ ] Copy XInterview link

• [ ] Paste into Deftform redirect URL

• [ ] Test full flow: Form → XInterview

PHASE 2: JOB POSTING (Day 1)

☐ Step 2.1: Prepare Job Post

• [ ] Open job post template document: sample [link here]

• [ ] 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 (at Google drive)

• [ ] 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: [LINK HERE]

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: WordPress Design | WordPress Tech

• Email Templates (accept/reject): here

• Deftform Template Tech: here

• Deftform Template Design: here

• XInterview Template Tech: here

• XInterview Template Design: here

• Contract Template: [BreezeDoc link]

• Tracking Spreadsheet: [Google Sheets link - here]

• Trial Task Instructions: [Google Doc link - Tech here | Design here]

🔑 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