✈️ Onboarding
What do you cover in the onboarding process?
To set your candidate up for success, we:
Set up their contract and pay information
Organise their timesheet
WH&S training
Induction for the candidate
We can set candidates up to start the day after they accept the role, pending confirmation of their online placement by the hiring manager. As soon as the candidate has accepted the role, we provide you with their details and their placement to confirm. We ask that you communicate directly with the candidates to determine their availability and timeframes (and to congratulate them!).
What should I do before my candidate starts?
Before your candidate starts:
Confirm your Hatch candidate has access to a desk, security passes if needed, and if a laptop is provided or if they need to bring their own
Communicate the candidate’s arrival to your team
Plan your candidate’s first day and the first week in the office
Get across the Hatch payment process here
Does Hatch take care of visa screening and background checks?
Yes, you can request applications to undergo visa screening and/or police background checks. We'll take care of the rest.
What does the onboarding process look like?
The following consists of the onboarding process for a Hatch candidate - once they have accepted an offer
An employment contract that consists of information about the placement such as hourly pay rate, placement duration, role and responsibilities
Timesheet Set up
Background Check
We will also be there to answer any questions that candidates might have about the placement.
⛅ During the role
During a placement, what are my responsibilities vs the Hatch team vs the Hatch candidates?
As a Hiring Manager, you are responsible for:
Coordinating any internal company onboarding (e.g. a laptop or office access).
Managing the day to day work of your candidate
Approving your candidate’s timesheets weekly by Tuesday's close of business to ensure candidates are paid on time
Setting goals and providing regular feedback to your candidate
The Hatch team is responsible for:
Setting up the employment admin, including pay and superannuation
Acting as the candidate’s legal employer
And finally, your Hatch candidate is responsible for:
Working diligently and completing work at a high standard alongside the team they are joining
Bringing enthusiasm, curiosity, and drive
Completing timesheets each week and sending them off for approval
Communicating any needs, including taking time off
Can my candidate work more/less than 20 hours a week?
Yes, so long as this works for both you and the candidate. The exception is if they are an international candidate, as they will not be able to work more than 40 hours a fortnight during a semester.
Are there channels for the candidates to reach out if they aren’t happy/enjoying their placement?
Yes! Candidates can reach out directly to Hatch for support (fam@hatch.team)
Are there channels for the hiring managers to reach out if they aren’t happy/enjoying their placement?
Yes! Hiring Managers can reach out directly to Hatch for support (fam@hatch.team)
Can my candidate work weekends or outside regular hours?
If your candidate needs to work a weekend, that's completely fine as long as it is agreed with the candidate. Please note that they are paid at overtime rates for any hours outside of Monday to Friday 7 am - 7 pm. Please email ask@hatch.team if you have any questions about this. You can learn more about this in detail here.
Can I get someone else in my team to approve timesheets whilst I am away?
Yes! Please email us at fam@hatch.team and provide us with their name and email address and the date you will be away until. We will then update this for you in the system to ensure that the candidate's timesheets are approved.
What is the process of increasing an intern's pay rate?
If you would like to increase the hourly rate of your Hatch intern, please reach out to your Hatch contact or via ask@hatch.team for further discussion. Our team will walk you through the revised/updated charge rate based on the increase in Hatch candidate's hourly pay rate.
Please keep in mind that Hatch Charge Rate consists of the candidate's pay rate, super, worker's compensation, payroll tax, and Hatch margin.
How to extend employment contracts
Email ask@hatch to update the Hatch team on any updates to placement end dates.
When is my candidate paid?
Candidates are paid fortnightly on Thursdays
When are Hatch invoices sent out?
Hatch invoices are sent to the designated payroll email for payment, on Tuesdays afternoons weekly
🛬 Offboarding
What happens at the end of the candidate’s placement? Can we extend their placement?
Before the placement ends, we will send you an email to check-in and ask whether you would like to extend the placement. If you would, please update the Hatch candidate's placement page and let us know when you would like the placement to be extended so we can update this in our system.
Is there any cost of taking a candidate on full-time?
No, so long as they've completed their placement :) If you would like to take a candidate on full-time, please let us know.
What does the offboarding process entail?
You've come to the end of your candidate's placement - here's how to off-board them successfully:
Communicate their end date: Send out an email to your team confirming your Hatch candidate's final date. You can also let others know that they can hire your Hatch candidate through Hatch without posting the role if they have a position available.
Knowledge share: Make sure all work and projects are handed over, that you've copied over any files or emails needed.
Confirm the handover of their laptop, security pass, and any other assets.
Revoke system access: Make sure you turn off access to servers and emails.
Thank them and stay connected - add them on LinkedIn!