Owner: HR Lead (primary operator)
Joint Ownership: Head of Delivery (co-owner, review authority)
Contributors: Hiring Manager / Department Head · Andrew Herbert (CEO) · Candidate
Department: D6 — Operations (HR & People)
Entity: PrivateAI
Status: v0.9 · Reviewing
Version: 0.9 | Last updated: 2026-07-01 | Classification: Confidential
What this workflow does: End-to-end process for sourcing, screening, interviewing,
selecting, and onboarding internal team members into REMAP.ai / PrivateAI.
What triggers it: A delivery capacity need is identified (DEL-05 — AIe & AIc
placement), headcount is set against quarterly targets (OPS-O04b — Rocks), and budget
is confirmed (OPS-F01c). Once headcount is approved by Andrew, job requirement
gathering begins.
What it produces: A fully onboarded new team member — signed employment agreement
(sourced from OPS-L01b), provisioned company accounts, completed Day 1 onboarding
session, and a new entry in the People Register (OPS-H01).
Why it matters: This workflow directly determines delivery capacity. Slow or
inconsistent hiring creates a bottleneck for AIe/AIc placement and client delivery
commitments. Poor hire quality creates downstream client and team risk.
⚠️ Andrew Involved — (1) Approves headcount before any recruitment opens —
hard gate, no exceptions. (2) Conducts the final-stage interview and makes the
final hiring decision (Step 11).
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| HR Lead | D6 | Day-to-day execution — job posting, applicant tracking, screening, scheduling, offer, pre-onboarding, onboarding session. Default escalation for all failure modes. | No |
| Head of Delivery | D6 | Co-owner — participates in interviews where relevant. Review authority for this document. | No |
| Hiring Manager / Department Head | Varies | Defines job requirements. Conducts internal interview. | No |
| Andrew Herbert — CEO | D6 | Approves headcount before recruitment opens. Conducts the final interview. Makes the final hiring decision. | Yes |
| Candidate | External | Completes application, questionnaire, Loom video, interview(s). Reviews and signs offer. | No |
| Status | Meaning |
|---|---|
| New Applicant | Application received |
| Qualified Applicant | Meets minimum qualifications |
| Initial Screening | Questionnaire and Loom sent |
| Technical/Manager Interview | Internal interview scheduled or complete |
| CEO Interview | Andrew's final interview scheduled or complete |
| Offer Letter | Offer sent — awaiting candidate acceptance |
| Onboarding | Signed and in pre-onboarding or Day 1 |
| Rejected | Eliminated at any stage |
Step 1 — Gather hiring requirements
Step 2 — Create and publish job posting
Step 3 — Monitor applications and track candidates
Step 4 — AI candidate assessment (Optional — Currently Paused)
Step 5 — Send initial questionnaire and Loom video request
Step 6 — Candidate submits responses
Step 7 — Evaluate submissions
Step 8 — Schedule internal interview
Step 9 — Conduct internal interview
Step 10 — Collect feedback and progress the candidate
Step 11 — CEO final interview ⚠️ Andrew Herbert
Step 12 — Prepare and send offer
Step 13 — Candidate reviews and signs
Step 14 — Collect pre-onboarding documentation
Step 15 — Conduct onboarding session
| Tool | How it's used | Agent-ready |
|---|---|---|
| Indeed | Job posting, screening questions, applicant collection | No |
| Jira | Recruitment workflow status tracking — TBD pending OPS-O02 | TBD |
| Microsoft Excel | Recruitment database, applicant tracking, hiring records | No |
| Discord | Internal coordination, interview calls, onboarding session | Yes — API |
| Google Meet / Calendar | Interview scheduling and conducting | Yes — API + MCP |
| Loom | Candidate video introduction submissions | No |
| Candidate communication, offer letters | No | |
| Canva | SOPs, onboarding documentation, offer letter templates | No |
| Custom GPT | Candidate scoring — currently paused (Step 4) | No |
| Wiki.js | Onboarding — SOPs and workflows shared here | Yes — native |
| Decision | Step | Options | Owner |
|---|---|---|---|
| Candidate meets minimum qualifications | Step 3 | Meets → Step 5 / Does not → reject | HR Lead |
| Questionnaire + Loom submitted within 7 days | Step 6 | Yes → Step 7 / No → automatic rejection | Deadline-driven; HR Lead confirms |
| Submission evaluation passes | Step 7 | Meets expectations → Step 8 / Does not → reject | HR Lead |
| Internal interview score meets benchmark | Steps 9–10 | Meets → Step 11 / Below → reject | Hiring Manager (scores) · HR Lead (confirms) |
| Andrew approves candidate | Step 11 ⚠️ | Approves → Step 12 / Does not → end | Andrew Herbert |
| Candidate accepts offer | Step 13 | Accepts → Step 14 / Declines → close | Candidate |
| Scenario | How to handle | Escalation |
|---|---|---|
| Incomplete hiring requirements before posting | Review and complete requirements before publishing | HR Lead |
| Indeed verification delay | Wait for verification; monitor status | HR Lead |
| Low applicant volume | Continue posting; consider additional channels | HR Lead |
| Candidates fail to respond within 7 days | Automatic rejection enforced | HR Lead |
| Missing Loom video | Automatic rejection | HR Lead |
| Interview scheduling conflicts | Coordinate alternative slots | HR Lead |
| Slow interviewer feedback | Follow up directly with the interviewer | HR Lead |
| Candidate withdraws after offer | Continue recruiting from existing shortlist or reopen | HR Lead |
| Missing onboarding documents | Request before start date; delay start if unresolved | HR Lead |
| Metric | Type | Target |
|---|---|---|
| Time to fill a vacancy | Lagging | TBD — baseline after first tracked cycle |
| Time from application to onboarding | Lagging | TBD — baseline |
| Offer acceptance rate | Lagging | TBD — baseline |
| Internal interview pass rate | Leading | TBD — baseline |
| CEO interview pass rate | Leading | TBD — baseline |
| Questionnaire and Loom submission rate | Leading | TBD — baseline |
| Average interviewer feedback turnaround | Leading | TBD — target <48h |
| Onboarding completion rate (docs + session) | Leading | Target 100% before start date |
| New hire retention through probation | Lagging | TBD — baseline |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 2 — Job posting | Manual | Auto-publish to Indeed via API once JD is approved | n8n | Medium |
| Step 3 — Application tracking | Manual | Auto-sync Indeed applicants into tracker via webhook | n8n | Medium |
| Step 5 — Questionnaire + Loom request | Manual | Auto-send templated request on qualification | n8n | Low |
| Step 6 — Deadline enforcement | Manual | Auto-flag and reject candidates after 7-day deadline | n8n | Low |
| Step 8 — Interview scheduling | Manual | Automated scheduling link tied to interviewer calendars | n8n / scheduling tool (TBD) | Medium |
| Step 12 — Offer generation | Manual | Auto-generate offer from template, route for e-signature | n8n / DocuSign (TBD) | Medium |
| Step 14 — Onboarding documentation | Manual | Self-serve document collection portal | HRIS (TBD) | High |
| Direction | Workflow | What flows |
|---|---|---|
| Upstream | OPS-O04b — EOS Rocks | Sets headcount targets that trigger a hiring requisition |
| Upstream | OPS-F01c — Financial Forecasting | Confirms budget available for the hire |
| Upstream | DEL-05 — AIe & AIc Placement | Identifies the delivery capacity need driving the hire |
| Downstream | OPS-H01 — People Register | New hire record created on completion |
| Downstream | OPS-L01b — Employment Contracts | Contract template drawn from this library |
| Downstream | DEL-11 — Knowledge Management | New hire development plan initiated |
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-07-01 | Initial draft — HR Lead-led via structured workflow builder session. Andrew flagged as final-approval gate (Step 11) and headcount sign-off. Jira marked TBD pending OPS-O02. Step 4 documented as paused, not retired. | HR Lead |