HR Process Guide
A reference packet covering core HR workflows. Select a guide from the left to view it.
A quick-reference guide for manually scheduling first and second-round interviews, where you're picking the specific date and time yourself.
Open the candidate's profile
Find the candidate in Greenhouse and go to the Stages tab (sometimes labeled Scorecards). Locate the upcoming interview stage you need to schedule.
Request availability from the candidate
Click Request Availability next to the stage. Select open time slots based on the interviewers' calendars, then send the pre-populated email — the candidate will reply with the times that work for them.
Wait for the candidate's response
You'll get an email notification once the candidate submits their availability. Click the link in that email — it takes you straight back to their Greenhouse profile.
Start scheduling
Click Schedule (or Add Interview) next to that stage. Choose Scheduled Event / Manual scheduling to pick the exact date and time yourself.
Pick the date and time
Use the calendar view to see interviewer availability side by side. Select a time from the candidate's submitted availability, and confirm the duration.
Select interviewers and details
Add or confirm the interviewer(s) for this stage. Adjust location, room, or video conferencing link (e.g., Zoom/Teams) as needed. Double-check the interview kit/scorecard is attached if one is used.
Send calendar invites
Click Send / Save to send calendar invites directly to the interviewers. This automatically adds the event to their calendars.
Confirm with the candidate
Click Send Interview Confirmation on the candidate's profile. This generates a confirmation email with the date, time, format, and any prep instructions — personalize before sending.
Covers the full-time employee pre-employment process, from offer acceptance through onboarding — split into the Talent Team phase and the HR Ops phase.
Phase 1 Talent Team - Pre-employment
Send the Talent Team welcome email
After offer acceptance, send the Talent Team "Welcome" email to the candidate (triggered in Greenhouse by moving the candidate's stage to "Background Check Requested").
Trigger the background check
The CRCA portal invite for the Background Check / reference check goes out automatically right after the Welcome email (via the Greenhouse "GH Hook").
Returning employees: past Forgen full-time employees don't need another background check unless it's been over a year since they last worked here. They'll still need a new drug screen if it's been more than 90 days since their last day worked.
Notify IT
Send the IT Team the new hire notification ticket (Outlook template) after offer acceptance.
If the candidate doesn't clear: send an IT Termination notification instead.
Update tracking & notify departments
Add the employee's info to the Employee Update Tracker and email it out to departments after offer acceptance.
Set up the employee folder
Create the EE folder in Employee Scanned Documents. Save down the resume, Candidate Packet, and signed Offer Letter.
Notify the hiring manager
Once the candidate clears screening, send the New Hire checklist to the Hiring Manager (Greenhouse template) and confirm the start date/first day details by email.
If the manager is hard to reach by email, follow up with a call.
Log screening results (optional)
Record the drug screen date and result (Pass/Fail). Record the physical exam date, if applicable, and result (Qualified / Not Qualified / Qualified with Limitations).
This step is optional in the manual checklist — logging it is up to your preference.
Move the candidate to Hired in Greenhouse
Once cleared, move their stage to "Pre-Employment Cleared," then "Mark as Hired," and assign the ADP New Hire Onboarding experience.
Confirm ADP onboarding forms
Double-check the employee's ADP onboarding forms are complete in the HR Dashboard, then let the HR team know.
Send welcome communications
Send the First Day email and CEO Welcome email (Greenhouse template), copying HR/Bri.
Prep the first-day materials
The new hire gift card and the onboarding folder (New Hire Guide, brochure, and 30/60/90-day check-in) all go out together for the employee's first day. These are pre-prepared templates now — no need to gather anything from the hiring manager.
In-office: the respective office admin already has the materials and can print the guide for the first day.
Remote: the Talent Team or nearest office admin ships a packaged folder to the new hire's home address.
As a courtesy, send the hiring manager the guides for a quick review in case they want anything added.
Phase 2 HR Ops New Hire Processing
Confirm Form I-9
Follow up to make sure Form I-9 is completed on the employee's first day.
E-Verify
Complete I-9 E-Verify within three days of hire.
Confirm AMEX need
If the employee is a non-exempt FTE, check with the hiring manager on whether they need an AMEX card.
Confirm the SambaSafety release form
Check that the SambaSafety release form has been returned — required for WA or PA residents.
Send MVR request info, if applicable
If the employee's Notice of State Rights shows CA, MA, NJ, MN, NY, OK, PA, or WA, send them the Samba MVR (Motor Vehicle Record) request info.
Enter driver info in SambaSafety
Do not enroll the employee until the signed release form is confirmed.
Enter driver's license info in ADP
Send ADP Benefits & Timecard email
Send after the employee's profile is live in ADP (Outlook template).
Review the offer letter for exceptions
Check for things like car allowance or extra vacation weeks.
Enter car allowance in ADP
Add it under the Total Additional Earnings section.
Send 401(k) info email
Outlook template.
Send Company Expenses & Reimbursements email
Outlook template.
Enter Seniority Date in ADP
Enter cell phone reimbursement
If applicable.
Covers the seasonal/craft pre-employment process, from the Authorization to Hire form through the employee's first weeks — split into the Recruitment phase and the HR Ops (Bri/Gabby) phase.
Phase 1 Recruitment Pre-Employment
Authorization to Hire (ATH) form
Submitted by the hiring manager — you'll get an email linking to the Microsoft Form. Process it ASAP. Check that the candidate isn't an active Forgen employee, and if they're a rehire, that they're eligible for rehire.
Every Monday, Gabby saves a copy of each form from the prior week and clears it from Microsoft Forms — saved under each project at Forgen - HR\New Hire-Term Templates & Reference Docs\New Hire-Rehire Checklist.
Pull up the candidate in Greenhouse
If you can't find them, call and have them apply at forgen.com/careers to the right job. If no matching requisition exists, reach out to Emily Watkins or Kiara Sherman to get one posted. You can also add them manually ("Add Candidate") and send the application link.
While you have them on the phone, remind them that an offer letter will come by email from Greenhouse and they'll need to sign it to continue.
California candidates: check for "Do you have any relatives working for Forgen?" on the application — employees can't report into family members.
Move the candidate to the "Offer" stage
Create the offer using details from the ATH form: Offer Letter Type — US Seasonal Offer Letter; Employment Type — Seasonal; Employment Fields — Full-Time, Seasonal, Non-Exempt; Pay Type — Hourly; Overtime Pay Calculation — Pay Rate × 1.5.
Most seasonal craft roles don't need a driver's license — only Water Truck Drivers, Welders, Field Mechanics, Yard Attendants, and travel roles do.
Request approval
You'll get an email notification with a link to the candidate's profile once the offer is approved.
Generate the offer letter
At the bottom of the offer page, choose the template based on the ATH form: US Seasonal Offer Letter (no per diem); US Seasonal Offer Letter (per diem); US Seasonal Offer Letter (per diem) CA — CA-based employees only; or US Seasonal Offer Letter (Project name) — project-specific.
Send the offer letter
Use "Send with Adobe Acrobat Sign" and select the US Seasonal Craft Offer Template. CC hr@forgen.com, Anna, yourself, and Bri/Gabby. You'll get an email when it's sent, and again when it's signed.
Move the candidate to "Background Check Requested"
Once the offer letter is signed, update the stage. This automatically adds the candidate to the CRCA portal for drug screening and sends them a Recruitment "Welcome" email with next steps. CRCA sends separate invitations to complete their screening.
Most seasonal craft employees only need a drug screen — some projects also require a physical/background check; you'll be notified if extra items are needed.
Special screenings (Prime Global): for projects requiring extra screening, Prime Global handles drug screens/physicals while CRCA still handles the background check. Submit requests via the Prime Global request form. They'll notify you by email once the employee is scheduled — contacts: frankie@primeglobal.co and operations@primeglobal.co. For Air Products candidates, indicate: Rapid 10 Panel Drug Screen, Pre-Employment Physical/Non-DOT. CC forgen.med@forgen.com on all Prime Global tickets. Questions go to Gabby/Bri/Amy.
Returning employees: past Forgen full-time employees don't need another background check/physical unless it's been over a year since they last worked here. They'll need a new drug screen if it's been over 90 days since their last day worked (check ADP, or ask Bri/Gabby).
Add the candidate to the Employee Update Tracker
Shared SharePoint document every department can access — worth bookmarking.
IT does not need seasonal craft new hire notifications — only Full-Time employees.
Track the drug screen
Log the result (Pass/Fail). If a start date is approaching and CRCA hasn't sent an update in 2–3 days, email them directly — they respond quickly (faithh@crcascreening.com, raymond@crcascreening.com). You can also check in with the candidate directly.
If a candidate fails, flag it to Anna/Amy to double-check the results.
Log the physical exam, if applicable
Result: Qualified / Not Qualified / Qualified with Limitations.
Move cleared candidates to "Pre-Employment Cleared"
This automatically notifies Gabby, Bri, HR, and the hiring managers, and sends the candidate an email letting them know they've cleared and to watch for next-step/first-day/ADP info.
Mark the candidate as "Hired" and send the First Day email
First Day emails are project-specific. If it's a rehire, ask HR for an I-9 check first to be sure you send the correct one.
Marking as Hired automatically pushes the candidate to ADP, where they'll get an ADP welcome email. You'll then get an automated status email — "successful" for new hires, "failed" for rehires. If it shows something else, reach out to Emily Watkins.
Assign the ADP Onboarding experience (new hires only)
In the HR Dashboard, click "Continue" next to the new hire's name. Double-check their phone number and email, then assign the right onboarding experience and location.
Always choose the I-9 Paper option. Always mark current position in the "Reason for Hire" section. Then click "Ask the New Hire."
Call the candidate to confirm their start date
Let them know a "first day" details email is coming.
Craft employees only start Mondays, Tuesdays, or Wednesdays — any other start date needs HR approval.
Confirm the start date with the hiring manager(s)
By email or phone.
Monitor ADP onboarding forms
Check completion status in the HR Dashboard — ideally finished before the employee's first day.
Phase 2 HR Ops (Bri/Gabby) Processing
Send 401(k) and ADP Benefits information
Outlook templates — send once new-hire paperwork is processed and the employee's profile is live in ADP.
Confirm Form I-9
Follow up on completion on the employee's first day.
E-Verify
Complete I-9 E-Verify within three days of hire.
Confirm the SambaSafety release form
Check that it's been returned — required for WA or PA residents.
Send MVR request info, if applicable
If the employee's Notice of State Rights shows CA, MA, NJ, MN, NY, OK, PA, or WA, send them the Samba MVR (Motor Vehicle Record) request info.
Enter driver info in SambaSafety
Do not enroll the employee until the signed release form is confirmed.
Enter driver's license info in ADP
Enter Seniority Date in ADP
Covers creating a new job/requisition in Greenhouse end to end, from copying a template through publishing the job post. Any job titles or locations below are just examples — swap in the real details for the role you're opening.
Start creating the job
Click Add > Create a Job, then choose Copy an Existing Job as your starting point — this is how you select one of our pre-created job templates (e.g., US Non-Craft Template, US Craft Template, Canada Craft Template).
Choose the template to copy
Select the template that matches the role from the list of existing jobs.
Name the job
Update the Internal Job Name and the External Job Name (appears on job boards) to the actual job title — e.g., "Proposal Coordinator" is just an example.
Select the Department and Office
Choose the correct department, then the office/location for the role.
Watch for a few easy-to-miss fields
Don't hesitate to reach out if you're unsure which to pick.
Job Code — select the code that exactly matches the job title being posted. This is what carries the correct job title over to ADP once someone is marked as Hired. If you don't see a matching code, reach out to your team so it can be added.
Project — enter the specific project this role is tied to. If there's no specific project, enter NA.
EEOC Job Classification — common picks: 1.2 (First/Mid-Level Officials and Managers) for people-leader roles; 2 (Professionals) for the step below a people-leader role; 7 (Operatives) and 8 (Laborers and Helpers) for craft roles like operators or laborers.
NAICS Worker's Comp code — common picks: 8810 for in-office roles; 6217 for craft/field roles; 4900 for superintendent/foreman roles.
CRCA Background Package — select the package that matches the role. Certain projects and people-leader roles require specific packages, so check with your team if you're not sure which one applies.
Pay Range — keep pay ranges consistent with similar roles; check with the team if you're unsure. This only needs to be posted in certain states due to state regulations (see the Pay Transparency Rules note below for how that gets applied).
Generate the Requisition ID
Click Generate Requisition ID — this assigns the next sequential number based on the organization's requisition ID counter.
Generate the Opening ID
Click Generate Opening IDs, then set the Open Date (and Target Start Date, if known).
Create the job and continue
Click Create Job & Continue to move into the rest of the setup flow.
Set the hiring team
Add the designated hiring manager(s) and any other team members for this role, then click Next.
Build the job post
On the Job Post step, confirm the Job name, where it posts to, and the Location(s).
Fill in the job description
Pull the correct description from our job description folder and insert the details into the bracketed fields (Location, Forgen Overview, Position Summary, Key Responsibilities, Basic Qualifications, and any others included — Travel is optional and won't appear in every description).
Format the description
Highlight and bold all the header fields throughout the description — Location, Forgen Overview, Position Summary, Key Responsibilities, Basic Qualifications, etc. Highlight the full description body and justify the text so it's clean and readable.
Travel is optional — only include it if that field is part of the description you pulled.
Turn on the Indeed sync and set the pay transparency rule
Still on the job description page, click the button that links the post to our Indeed page.
Don't skip the Indeed button: if it isn't clicked, the job will not post to Indeed once it goes live.
Pay Transparency Rules button: select N/A for states that don't require posting a pay range (e.g., LA, TX, FL), or select the Pay Transparency Rule option for states that do (e.g., CA, CO).
Preview and close
Click Preview to see how the posting will look to candidates, review it for accuracy, then close the preview.
Finish the remaining steps
Click Next through Email Notifications and Approval Notifications to confirm the defaults, then click Finish on the Sourcing Plan step to complete job creation.
Match the internal post to the external post
After clicking Finish, you'll see both an External post and an Internal post. Copy the job description from the External page into the Internal page so the two match.
Request approval
Once both the external and internal posts are set, click Request Approval at the top of the page.
Wait for the approval notification
You'll get an email once the job post is approved.
Mark both posts as Live
Go back into the job post and mark both the Internal and External boards as Live.
This step is required: until both posts are marked Live, the job won't actually publish to LinkedIn, Indeed, or our other job boards — no candidates will be able to see or apply to it, even though it's approved.