What you need to complete
Step | What to expect |
1. Register with Xemplo | Xemplo is our timesheet system. Once your candidate accepts their offer, you will receive an invite to set up your account Xemplo. |
2. Confirm your purchase order | A quote for your placement is available in the Placements tab in Hatch. If your organisation requires a PO, please share the order number with us via that tab. |
3. Reach out to your Hatchie before their start date | Contact your hire to confirm the details of their first day, including their start date and time, where to go, and anything they may need to bring (such as a laptop or ID). |
What Hatch takes care of
Hatch is the formal employer of your candidate. We manage all of the back-office administration so you can focus on getting them up to speed in the role.
Payroll & pay admin: Your Hatchie will submit their timesheets via Xemplo. We process pay fortnightly, including superannuation and on-costs.
Employment contract: Your Hatchie is employed on a casual basis. Their contract is issued and managed by Hatch and details the hourly pay rate, placement duration, role and responsibilities.
Pre-employment checks: We complete all the pre-employment checks needed on your company’s behalf, so you can be confident your Hatchie is ready for work. This typically involves a police and working-rights check, costing $100 + GST, but if your company has requested additional checks, these costs will be communicated to you.
Candidate induction: Your placement completes Hatch's online induction before starting in their role.
The Hatch induction
Before starting, your candidate will complete a Hatch online induction program. This ensures they are legally ready to work and set up for success in the role.
Work performance, professional skills, giving and receiving feedback, and early-career mindsets.
Online Work Health & Safety modules covering office worker safety, workplace stress, hazards, and emergency management
ℹ️ Induction time is included in the first timesheet
The Hatch induction takes approximately 2 hours to complete. This time will appear on your candidate's first timesheet and will be invoiced accordingly.
During the placement
Enjoy the great impact of your Hatchie in your company! All you have to do from now on to manage their placement is approve their timesheets and keep an eye on their end date.
Approving timesheets
Approving timesheets is easy, all you need to know is:
Find a link in your email to set up your Xemplo account
You need to approve timesheets by the Tuesday before their fortnightly Thursday pay run
You can quick approve the timesheet in your email or log in to review the details in Xemplo
In your Hatchie’s first timesheet, there will be an additional 2 hours included for the time taken required to complete online training
Penalty rates apply for hours outside 7am-7pm Monday to Friday and public holidays so take extra care when approving timesheets that contain these hours.
Ordinary Hourly Rate | Ordinary Saturday hours | Over-time Monday to Saturday | Over-time Monday to Saturday | Public Holiday |
|
Casual loading | 0.25 | 0.25 | 0.25 | 0.25 | 0.25 |
Overtime multiplier | 1 | 1.25 | 1.5 | 2 | 2.5 |
Total multiplier | 1.25 | 1.5 | 1.75 | 2.25 | 2.75 |
You can see more info on how to approve timesheets and some gifs on what it looks like here.
Shortening / extending the placement
The placement end date can be changed at any time in the Placement tab. Please ensure you have the necessary internal approvals and agreement from your Hatchie before making the change.
Increasing your Hatchie’s pay
A placement pay rate can be increased at any time in the **Placement tab.** Reach out to ask@hatch.team to discuss the updated charge rate based on the increase in Hatch candidate's hourly pay rate.
Ending the placement
You've come to the end of your Hatchie’s placement! If you’re not ready to say goodbye, you can move them into a full-time position at no cost. Just email us at ask@hatch.team.
Otherwise, 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!