In this instructional video, Matt Vaadi demonstrates how to use an onboarding platform to set up a new hire and embed a customized scavenger hunt that drives engagement, training, and social integration. He walks through adding a new employee, automatically generating and electronically signing offer letters, W‑4 and I‑9 forms, and then creating a task list with due dates, assignments, and attachment capabilities. The video shows the employee’s self‑service portal where the new hire completes paperwork, uploads required documents, and tracks scavenger‑hunt tasks such as meeting pet‑owning teammates or demoing the company CRM. Vaadi highlights the system’s reporting features that let managers monitor task completion and provides examples of diverse, fun activities designed to socialize and train new hires. The presentation ends with a call to action to contact the provider via ergpayroll.com for assistance.
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Hey everybody, hope you're doing well. We get a lot of interest in how to roll out a new hire scavenger hunt for your new hires to help to engage, retain, and grow your people. And I thought one of the best things I could do is show you how we handle this inside of our onboarding system. So I'm in the onboarding checklist here. You'll see our onboarding system kind of works you through a very simple process, almost like an Amazon shopping type process here. I can add this individual, put in their information. As I'm doing this, it's populating their offer letter, it's getting their W-4 and I-9 ready for them to electronically sign. But from here, I can create a task list for my scavenger hunt. So each of those items that I want in the scavenger hunt, I can assign due dates to them, I can assign them to new hires or existing teammates. And now once I do this, it's going to automatically create a list of tasks for this individual to complete and also allow me to report off of that to see if they're done, if they're not done, and then be able to review this with the employee. So as you can see, I can set up a new hire in this system in less than 5 minutes, send them an invite, and then check out this awesome invitation they get direct to their inbox. So now Kevin has this custom invitation right in his inbox. It has our logo, it has our company name, it's branded completely to us. And then he clicks on the link to get started. He's going to be able to electronically access all of his new hire information, and that includes everything from W-4 to I-9 and signing off on his offer letter. It's a very simple way to automate everything in the new— including this scavenger hunt that we've set up. That's one of the biggest challenges I think people have with things like scavenger hunts and onboarding is just keeping up with all the stuff. So you'll see right here from the start, Kevin's going to sign his offer letter before he can even get into the system. I can do that electronically. I can do that from my mobile. Do it really from anywhere, and it's just very simple, very intuitive. We've onboarded hundreds of employees through here. Oh, he can get in and walk right through the entire onboarding process, everything from completing the emergency contact, contact information, my W-4, my I-9, and into the section with the task list so you can quickly see what that's like for me as an employee. You'll notice that I've got everything I need. So I've got my W-4. I can check holding calculator. I can agree to all terms in W-4. Now I can electronically sign this W-4. I'm just going to get through this so we can look at the scavenger hunt. Now, not only do I have each of these tasks right here from my scavenger hunt that I can start to look at, you'll see I've got a due date over here, so I don't need to complete them. I'll be able to upload attachments. So if there was something that I need to add as part of the scavenger hunt, I can upload it directly into here and my boss or my manager will get a notice letting them know that I uploaded it and I completed the task. So it gives both of us tracking. You'll see that if I skip over that, which I should, because this is something that's going to take me a few weeks to complete. I'm completing my I-9 right now. I'm going to provide my eligibility documents in person and sign off on this I-9 electronically and jump right into my dashboard. So once I log in, those tasks are right over here. I still have to provide my proof of eligibility. I've got all my things from my scavenger hunt here. I can clock in, clock out, and then follow all this information right here on my portal. So great way to implement and automate the scavenger hunt because the scavenger hunt, we're really trying to do 3 things. We're trying to get this person, uh, completed with some of the tasks and some of the information that they need to complete when they start as a new hire. We want to get them engaged. So some of the examples in here that you'll see We want to do things like get them to meet their teammates with something pet friendly. Find 3 teammates that own a pet. Report the name of the team member and their animal to your manager. We want to do some things that get them to know our systems, some things that are training related that make it fun. Do a demo of our CRM system to a member of the team. Attempt to teach them how to use it as if they're a new hire. So you want to have a really diverse scavenger hunt in here. Of different things that are getting them socialized within our team, getting them trained up on our systems, and then ultimately creating some of those very simple things that we walk through quickly in the onboarding process. So that's how we automate the scavenger hunt and onboarding. If you need any help with that, please don't hesitate to reach out. You can grab us on our website at ergpayroll.com. Thanks so much.
