# Hiring Platform Administration, Candidate Management, and Onboarding (Erica Harris)
Hiring Platform Administration, Candidate Management, and Onboarding (Erica Harris)
## PURPOSE
This SOP establishes standardized procedures for using the hiring platform to manage recruitment, candidate screening, interview scheduling, hiring decisions, and onboarding documentation across all school locations.
## SCOPE
This procedure applies to:
Lead Teacher and Assistant Teacher hiring
Platform user management
Candidate communication and tracking
Interview workflows
Digital onboarding and offboarding documentation
## ROLES & RESPONSIBILITIES
A. Platform Administrator
Manages user access and integrations
Coordinates with platform support
Oversees pipeline configuration
B. Virtual Assistant (VA)
Conducts initial phone screenings
Reviews screening responses
Moves candidates through early pipeline stages
C. Director
Conducts in-person interviews
Evaluates candidates
Makes hiring recommendations
D. Executive Leadership
Conducts final interviews (as needed)
Approves hiring decisions
## Step 1
SYSTEM ACCESS & USER MANAGEMENT
User Accounts
Maximum of three (3) platform logins
Users must use credentials from the company password manager; do not share passwords
Additional staff may receive interview notifications without login access
Login Verification
All users must confirm successful login and password reset before system use
## Step 2
APPLICATION-TO-PHONE (ATP) FORM REQUIREMENT
ATP Submission
ATP form must be completed and approved to enable SMS communication
Approval timeline: 2–3 business days
Interim Communication
Prior to approval:
Email communication remains active
SMS messages will display as “unsuccessful”
## Step 3
PLATFORM OVERVIEW
Dashboard
Displays real-time recruitment metrics:
Total applicants
Screening pass rates
Interview outcomes
No-shows and rejections
Conversations
Logs all email and SMS communications
Platform support manages routine candidate inquiries
Internal users may communicate directly if necessary
Calendar Management
Default view: Week
Recommended view: Month
Interview appointments appear as labeled calendar entries
Email notifications are automatically sent upon booking
Google Calendar Integration (Optional)
Syncs platform interviews with Google Calendar
May block availability due to personal calendar events
Enabled via: Settings → Integrations
## Step 4
HIRING PIPELINE STRUCTURE
Separate Pipelines
Lead Teacher Pipeline
Assistant Teacher Pipeline
Each pipeline includes distinct:
Job advertisements
Screening criteria
Interview scheduling logic
## Step 5
INTERVIEW PROCESS
Interview Stages
Phone Interview (VA)
Monday–Friday, 10:00 AM–6:00 PM
In-Person Interview (Director)
Monday–Friday, 10:00 AM–3:00 PM
Third Interview (Leadership – as needed)
Conducted outside automated workflow
## Step 6
PIPELINE STAGES & DEFINITIONS
## Step 7
SCREENING & QUALIFICATIONS
Knockout Questions
Automatically disqualify candidates
Eligible to reapply after six (6) months
Lead Teacher Requirements
Montessori credential preferred/required
Credential included as knockout question
Assistant Teacher Requirements
Montessori credential not required
Experience captured for review
## Step 8
CANDIDATE PROFILE REVIEW
Users may view:
Resume uploads
Screening responses
Interview history
Communication logs
Pipeline movement audit trail
Note: Uploaded files may not always be resumes; discretion is required.
## Step 9
EMPLOYEE PIPELINE & ONBOARDING
Employee Status Stages
Hired
Currently Employed
Separated
Digital New Hire Documentation
Supports unlimited PDF size
Documents may include:
Employee handbook
NDAs
Policies
Consent forms
Documents are completed digitally and stored in-platform
Background Check Tracking
Platform does not conduct checks
Used for status tracking and notifications
Offboarding
Exit documentation may be sent digitally
Triggered upon placement into Offboarding stage
## Step 10
JOB ADS & LANDING PAGES
Separate landing pages per role
Content sourced from official website
Photos and videos may be added upon request
Candidates access landing page after clicking “Apply”
## Step 11
COMMUNICATION CONTROLS
Candidates may opt out at any time
Opted-out candidates appear under Do Not Disturb
Messaging is automatically restricted
## Step 12
FOLLOW-UP & REVIEW
Platform configuration reviewed during scheduled follow-ups
Adjustments made based on hiring needs and workflow efficiency
## Step 13
COMPLIANCE & RECORDKEEPING
All candidate actions and communications are logged
Digital documents retained for audit and compliance purposes
Stage | Description
Fast Track Invites | Screening passed; calendar link sent
Booked First Interview | Interview scheduled
Second Interview Invite | Director interview scheduling
Evaluation | Internal review; no automation
Hired | Neutral acknowledgment email sent
Not Hired | Polite rejection email sent
Closed | Rejected without email
Bench Warmers | Strong candidates kept warm
No Show | Tracking only; prevents reapplication
Chill Follow-Ups | Monthly reminders to inactive candidates
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Use the organization’s approved password manager for all system access. Never place passwords, usernames, PINs, or access codes in this article, task notes, or chat.