Vetting Process

Vetting Process
In this section, we will discuss the vetting process. This will include the vetting spreadsheet and the tracking of applicants. This will also include where the candidates come from, the general vetting process and procedures, and questions to ask and specific topics to focus on. Also, covered in this section are the changes to the general process when doing mass hiring or hiring for special/general events, as well as provide a general script for a vetting call. Prior to calling any candidates regardless of the source they came from, you must do is cross reference the applicant with our DO NOT USE list.  You will find this in the deleted user section of Ubeya.

  • Candidates
    • All applicants should come to the HR email so that none get missed. If a call comes in, it should be transferred to HR.
    • Our candidates will come from a variety of locations. This can include Indeed, through our website (Aweber form), or Craigslist.
      • AWeber Candidates: AWeber candidates are candidates that apply on our website HERE. They have usually either come across our listing on Google or are an employee referral. They will complete a registration form on the website.  Once registered, they will be redirected to a page that will require them complete a Code of Conduct Quiz.  ONLY when they complete this quiz, HR receives a notification from Aweber that the potential staff member has applied. The candidate is automatically subscribed to the Code of Conduct and Code of Conduct Back Up lists in Aweber.  This is where we are able to track all those that have completed the Code of Conduct Quiz online.  HR needs to review their answers to the Code of Conduct Quiz prior to calling the candidate to ensure the answers are correct.  If the candidate says no to agreeing with the Code of Conduct policy, we do not move forward with them. Once you have reached out to these candidates, you will delete them only from the “Code of Conduct” List of AWeber. * Verify they are under the “Code of Conduct Backup” section before deleting. Our Code of Conduct policy can be found HERE. If candidate is in DO NOT USE, delete their email and block them in Aweber.
                                      Meet your new subscriber!

teleza collier
telezac23@gmail.com
signed up to your list “Code of Conduct”. Location
TX, Arlington, United States
IP: 24.170.127.129

  • Indeed Applicants: These are candidates that have applied to our Indeed postings. We will run the ads for specific events or for general recruiting. If it for a specific event, then HR will vet them for that event and have them apply for that event through Ubeya, if qualified.  Once applied in Ubeya, the Staffing Manager will do a secondary vetting call and discuss the event details.  If the ad is for general recruiting, HR will follow the standard vetting process.  Once you have reached out to the candidates and entered them into the vetting spreadsheet, you will mark them as reviewed in Indeed. If they are missing information and their resume looks good, you can also reach out to them via Indeed to get their missing phone number, schedule a time to vet, etc. If an applicant is not qualified for the position, mark them as rejected in Indeed. If candidate is in DO NOT USE, mark as rejected.

Eric Shelley applied
                                                 to your Bartenders and Servers job in Denver, CO

 

 

  • Craigslist Applicants: We don’t use this method often, but when we do, they will typically just send an email. The same process applies here as the rest of the lead sources above. If you need a phone number, etc., you will just reply to the email and request the needed information for contact.

From: J.T J.T <4a04611777553b91879cddc3fdf3f25c@reply.craigslist.org>
Sent: Monday, March 23, 2020 9:55 PM
To: 4a04611777553b91879cddc3fdf3f25c@gigs.craigslist.org
Subject: Window Board up Install Needed

I’m James, I can do the job tomorrow, $150 + plywood. Text or call, 563.123.4563

  • Vetting Spreadsheet
    • All applicants are to be added to the vetting spreadsheet for their market immediately upon receipt, unless they are in DO NOT USE in Ubeya.
      • The actual vetting spreadsheet can be found HERE
      • Make sure you are in the right market for where the applicant has applied.
    • After speaking with the candidate, if you do not move forward with the candidate, highlight applicant line in red, note reason for not moving forward, and write out “did not move forward”. This same process applies if the candidate doesn’t call you back.
John Doe 3/11/20 856.842.9286 adrav20@gmail.com Did not move forward – Only wanted one specific blackjack event. No relevant experience, has gauges and a lip piercing.

 

  • If they have failed to provide contact information, still add to spreadsheet and note that they did not provide contact information, or if number was disconnected, etc.
Jane Doe 3/10/20 Not Provided Not Provided No contact information provided

 

  • If you call and leave a voicemail, just note “left message” along with the date
Bill Doe 3/11/20 619.699.9641 Left message 3/12/20

 

 

  • When moving forward, the notes in the spreadsheet need to include the following from the vetting call:
    • General/relevant work history
    • Transportation method: Personal or public
    • Does staff have uniform
    • Any piercings, exposed tattoos, unnatural hair color, facial hair
    • Response to question regarding if they have a clear background
    • Any certifications that they have

 

James Doe 3/11/20 432.955.4992 tylerredecop511@gmail.com Went to culinary school but then got into bartending. Prefers bartending. Only a couple of months of serving experience, then about 6 months as a line lead and fry cook then moved to bartending for the last year. TABC, ServSafe and Food Handlers Certified. Has uniform, no facial hair, facial jewelry or exposed tattoos, has transportation, clear bg. Sent app and onboarding.

 

  • General Vetting Steps
    • Unless hiring for a specific event, vet in the order their resumes/applications are received.
    • During vetting, the following is covered during the call:

 

  • A background on Premium Event Staffing and what we do
  • Their work history
  • Any certifications (TIPS, Food Handlers, etc.)
  • Reliable transportation
  • Full explanation of uniform expectations and do they have the general uniform (Black slacks, long sleeve black button up, black slip proof shoes, black tie)
  • Any facial piercings, exposed tattoos or unnatural hair color
  • Notify them that we do background checks and ask, “when we do a background check what will we find?”

At this point, you decide if they are moving forward or not. You want to make sure that you are positive that they are the right fit. Ask any other questions that you think of before moving forward.

 

  • Vetting Script

Hi John, this is Peggy with Premium Event Staffing. You applied to our open bartender/server position on Indeed (adjust as needed), is now a good time to chat for about 10 min?

Great. So, can you tell me a little about your background and what you’ve done regarding serving, bartending or working events?

We have events that require certain bartending or serving certifications. Do you have any certifications?

If yes – Okay great, so I will need to you to send me a copy of those certifications to my email at hr@premiumeventstaffing.com or you can text me a photo to xxx.xxx.xxxx. Until I receive that from you, you will not be able to work the events with those requirements, but you will still be able to work our other events.

If no – Okay, no problem at all. We have plenty of other events available for you to work and  if you choose to obtain your certs at a later time you can always send them to me when you receive them and I can get you updated.

Our standard uniform for events is black slacks, (Black slacks mean black dress pants. Not leggings or yoga pants. Not denim. Not capris. The best way to explain it would be like what a guy would wear to the office.), long sleeve black button up shirt (The shirt should be ironed and lint free. It should have no logos or designs. It should button all the way to the neck and have a collar.), black slip proof shoes and black socks (Socks and shoes must be ALL black. They must be dress shoes or Tredsafe non slip work shoes which you can get at Walmart or Payless for $25. No tennis shoes. No boots. No shoes with any color including white or gray.), black tie (The tie must be an all-black necktie with no designs or logos. Tie tacks are not permitted.). Do you have all of that or can you acquire it before your first shift? Great! This is the standard uniform for most of our events. There will be events that require a different uniform but that will be in the announcement so you will know before you apply.

Do you have your own transportation or utilize public?

Any facial jewelry, exposed tattoos or unnatural hair color? (Add facial hair for male applicants)

Also, when we do a background check what will we find?

At this point, you decide if they are moving forward or not. You want to make sure you are positive that they are the right fit. Ask any other questions that you think of before moving forward.

 

If they are moving forward, continue the script and process below. If not, politely disconnect the call.

 

  • Discuss processes with them:
  • “We utilize a phone app for all of our events. You have the app on your phone and get notifications just like text messages any time there’s a new event. When you get the notifications, you just read over the information. If you’re interested and available, you apply. If you’re busy or just not interested in that specific event you just decline. We have no minimums, so this is 100% when you’re available and looking for something extra so you just apply. If you’re remaining active in the app with applying and declining, you’ll be good with us. Those notifications will give you all the information you will need prior to applying. You will have general cross street location, what type of event, how many staff, what type of staff, pay rate, gratuity range, hours, etc.”
  • “Payday is every Friday direct deposit for any hours you work the previous Monday thru Sunday; cash gratuity will go home with you from the event.”
    • The only exception is this first event. For the first one, we are going to process payroll on the first business day after the event. Your bank will have a security process for the first deposit so it will be a few days before funds will be available. OK?
  • Discuss Ubeya and onboarding:
  • “I want to get you set up in the phone app and you will receive an automated text message, that will be your link to download the app. The first thing I am going to do is send a text message to request you to download the app called Ubeya. Once you receive it, click on the link and start the process. Once the app is downloaded, open it up. It will ask for your phone number. Go ahead and enter it. Once your number is entered, you will be live and ready to go. While you are doing that, I will be sending you our Onboarding Packet which we will talk about in a minute.”
  • Entering Staff into Ubeya
    • In Ubeya – Click Users, then the plus sign in the top right to “Add New User”
      • Enter first name
      • Enter last name
        • Next to last name enter what’s missing – (P01 or BG 1.1.20)
          • As those things are returned, you will delete that from the name.
        • Enter phone number (No Dashes – 1234567890)
        • Enter Your Vetting Call Notes In the “Details About Employee” Section
        • Click “Show More Options”
        • Enter Email
        • Enter Staff Market
          • This is a dropdown. You can select more than one option.
        • Enter Position(s)
          • This is a dropdown. Select all positions that fit the staff member’s skillset.
        • Enter Gender
        • Enter the “How Did You Hear About Us”
          • This is a dropdown. Select the option that best fits, or you can type an option on the line.
        • Click “Add User” at the bottom of the screen.
          • Notification will automatically send to staff members phone via automated text message.
        • After they complete the download process, have them look at the open events and get them booked on one so they understand that process.
        • Booking a Staff Member During Vetting
        • “OK, you responded to an ad we are running for xyz event. Are you available to work it? Great! Let’s get you booked. Go ahead and go into the app and go to the available shifts. Whenever we announce an available event, it will pop up on your phone just like any other notification.
        • When that happens, open the app and go to the available shifts page. Go ahead and open the one labeled xyz event. As you can see, there is some basic event information. Enough for you to decide if you want to apply or deny the shift. Based upon your decision, click one of the two options. You must do this for every event. If you do not pick one of the options, the system will think you haven’t seen it and keep sending it to you over and over. Furthermore, we do not hold you to any kind of shift minimums. You can decline as many shifts as you want. All we ask is that you do not click apply unless you are legitimately available to work the event. This means you have the day open, you have the uniform, your babysitter is lined up, your transportation is reliable, etc. We have a zero tolerance for any call offs. Once you are booked for a shift, you have entered a commitment to execute service. If you must change that for any reason, you may no longer be eligible to work events. OK?”
        • “Go ahead and click apply. Okay so I see you have applied. I am now going to go ahead and book you so you can see what it’s like when you are chosen. You will see that when I do this you will receive a message to confirm your shift. Go ahead and confirm the shift. Okay, so now that you’ve seen the process do you have any questions? I am going to unbook you now. You are going to receive a notification that you are un-booked. Your staffing manager will reach out to talk to you.
        • The candidate will remain in available status until selected.
      • If not available for any available shift
      • “OK, you responded to a general ad we are running. We have the following events available in the next couple of weeks. Are you available to work any? Great! No, okay well we’re going to go ahead and walk through the process so you can see how the app works. So go ahead and go into the app and go to the available shifts. Whenever we announce an available event, it will pop up on your phone just like any other notification.”
        • When that happens, open the app and go to the available shifts page. Go ahead and open the one labeled xyz event. As you can see, there is some basic event information. Enough for you to decide if you want to apply or deny the shift. Based upon your decision, click one of the two options. You must do this for every event. If you do not pick one of the options, the system will think you haven’t seen it and keep sending it to you over and over. Furthermore, we do not hold you to any kind of shift minimums. You can decline as many shifts as you want. All we ask is that you do not click apply unless you are legitimately available to work the event. This means you have the day open, you have the uniform, your babysitter is lined up, your transportation is reliable, etc. We have a zero tolerance for any call offs. Once you are booked for a shift, you have entered a commitment to execute service. If you must change that for any reason, you may no longer be eligible to work events. OK?”
        • “Go ahead and click apply. Okay so I see you have applied. I am now going to go ahead and book you so you can see what it’s like when you are chosen. You will see that when I do this you will receive a message to confirm your shift. Go ahead and confirm the shift. Okay, so now that you’ve seen the process do you have any questions? Okay, I am going to go ahead and remove you from this shift entirely. You’ll get a notice regarding that, but this is how it work once you are available for a shift. Please just know that when you apply, it doesn’t guarantee that you will get booked. If you do not get picked, you will receive a message that says, ‘this event is full, keep applying to events.’ Once you are selected for your first event and you confirm your shift, your staffing manager will reach out.”

YOU SHOULD SUGGEST THAT THEY APPLY TO GROUP EVENTS FIRST

By |2020-05-13T21:41:28+00:00May 13th, 2020|Categories: Uncategorized|0 Comments

About the Author: