# New Staff Member Onboarding Checklist

**Purpose:** Ensure smooth onboarding for new Builders and Social Media Helper  
**Owner:** Michael "Frostystyle" Krause  
**Last Updated:** 2026-02-17

---

## Overview

This checklist ensures every new team member gets properly set up with access, resources, and understanding of Firefrost culture.

Complete ALL items before considering onboarding finished.

---

## 📋 PRE-ARRIVAL (Before Offer Acceptance)

- [ ] **Offer letter sent** with all details
- [ ] **Incentive instance specs confirmed** (RAM, CPU, disk, node)
- [ ] **Start date agreed upon**
- [ ] **Contact information** confirmed (Discord, email, backup)

---

## 🎯 DAY 1: WELCOME & ACCESS

### Send Welcome Message

```
Welcome to Firefrost Gaming! 🔥❄️

We're thrilled to have you as a founding team member. Here's what to expect over the next few days:

TODAY (Day 1):
- Receive access to your incentive instance
- Join internal Discord channels
- Review Fire/Frost philosophy documentation

THIS WEEK:
- [For Builders] Get assigned your first spawn project
- [For Social Media] Review content calendar and brand voice guide
- Meet the team officially

ONGOING:
- Weekly check-ins
- Access to all resources and documentation
- Support whenever you need it

Let's build something amazing together.

🔥❄️ The Wizard (Michael)
```

### Grant Access

- [ ] **Discord server access**
  - Add to Firefrost Gaming Discord
  - Grant "Staff" role
  - Add to private staff channels
  
- [ ] **Incentive instance provisioned**
  - Server created in Pterodactyl
  - Resources allocated (RAM/CPU/disk)
  - Default modpack installed (or blank for their choice)
  - Owner permissions granted in panel
  
- [ ] **Panel access confirmed**
  - They can log into Pterodactyl
  - They can see their server
  - They can access console and files
  
- [ ] **Documentation access**
  - Link to Wiki.js Staff (if applicable)
  - Share relevant Google Docs/Drive folders
  - Provide operations manual if needed

---

## 📚 DAY 1-2: ORIENTATION

### Send Orientation Documents

**All Staff:**
- [ ] "Fire + Frost Philosophy" - Deep dive on brand
- [ ] "Team Structure & Communication" - Who's who, how we work
- [ ] "Your Incentive Instance Guide" - How to use your server

**Builders:**
- [ ] "Builder Workflow" - From assignment to deployment
- [ ] "Spawn Design Guidelines" - Fire vs Frost aesthetics
- [ ] "Available Modpacks" - List of servers they'll work on
- [ ] Example builds from planning phase (if available)

**Social Media Helper:**
- [ ] "Emissary's Social Media Handbook" (from Meg)
- [ ] "Content Calendar & Posting Schedule"
- [ ] "Brand Voice Guide" - How to write Fire vs Frost
- [ ] Tools access: Buffer, Canva, etc.

### Schedule Orientation Call

- [ ] **30-60 minute video/voice call scheduled**
  - Walk through Fire/Frost vision in detail
  - Answer questions about role expectations
  - Discuss working style and communication preferences
  - Show them around Pterodactyl panel (if needed)
  - Introduce them to Meg (The Emissary) if applicable

---

## 🛠️ DAY 3-7: FIRST ASSIGNMENT

### Builders - First Project

- [ ] **Assign first spawn area**
  - Choose a low-stakes server for practice
  - Provide modpack context and theme
  - Set clear expectations (timeline, aesthetic, functional requirements)
  - Offer to review progress midway

**Suggested first projects:**
- Vanilla server spawn (simple, no modpack complexity)
- Test server spawn (zero player pressure)
- Rebuild/refresh existing spawn (has reference point)

### Social Media Helper - First Tasks

- [ ] **Review existing social media presence**
  - Current Discord activity
  - Twitter/X account (if active)
  - Reddit presence
  
- [ ] **Create first content batch**
  - 3-5 posts announcing staff recruitment success
  - Draft launch announcement posts
  - Plan first week content calendar

### First Week Check-In

- [ ] **Schedule mid-week check-in** (Day 3 or 4)
  - How's the incentive instance working?
  - Any blockers or questions?
  - Is the workload manageable?
  - Feedback on onboarding process

---

## 🎓 ONGOING: INTEGRATION

### Weekly Rhythms

- [ ] **Weekly team meeting** (if applicable)
  - Progress updates
  - Upcoming projects
  - Questions and support
  
- [ ] **One-on-one check-ins**
  - How are they feeling about the work?
  - Any adjustments needed?
  - Recognition of good work

### Resources

- [ ] **Access to internal tools**
  - Gitea (if they need it)
  - Wiki.js Staff
  - File sharing (Google Drive, NextCloud)
  
- [ ] **Communication channels**
  - Discord DMs always open
  - Response time expectations set (24-48 hours)
  - Emergency contact method established

---

## ✅ ONBOARDING COMPLETE CHECKLIST

**Mark onboarding as complete when:**

- [ ] All access granted and tested
- [ ] Orientation call completed
- [ ] First assignment underway
- [ ] They've asked questions and received answers
- [ ] They understand Fire/Frost philosophy
- [ ] They know how to reach out for help
- [ ] First week check-in completed with positive feedback
- [ ] They've successfully used their incentive instance
- [ ] **Most importantly:** They feel welcomed and valued

---

## 🚨 RED FLAGS DURING ONBOARDING

**Watch for these warning signs:**

- Doesn't respond to messages for 48+ hours without explanation
- Asks zero questions (might not be engaged)
- Complains about workload immediately
- Doesn't test incentive instance access
- Misses orientation call without rescheduling
- Shows lack of understanding of Fire/Frost vision after orientation

**If red flags appear:**
1. Address directly and kindly
2. Ask if something's wrong or if expectations are unclear
3. Offer support and adjustments
4. If patterns continue, consider if this is the right fit

---

## 📝 ONBOARDING FEEDBACK

**After first month, ask new staff member:**

1. How was the onboarding process? (Scale 1-10)
2. What was most helpful?
3. What was missing or confusing?
4. What would you change?
5. Do you feel prepared for your role?

**Use this feedback to improve onboarding for future hires.**

---

## TEMPLATE: INCENTIVE INSTANCE WELCOME EMAIL

```
Subject: Your Firefrost Gaming Incentive Instance is Ready! 🔥❄️

Hi [Name],

Your private dedicated Minecraft server is now live and ready for you!

**ACCESS DETAILS:**
Panel: https://panel.firefrostgaming.com
Username: [their username]
Server: [server name]
Node: [TX1/NC1]

**RESOURCES:**
RAM: [X] GB
CPU: [Y] cores
Disk: [Z] GB

**WHAT YOU CAN DO:**
- Full owner access to your server
- Install any modpack or vanilla version
- Modify files, configs, and settings
- Invite friends (within fair use)
- Run 24/7 without resets

**GETTING STARTED:**
1. Log into panel.firefrostgaming.com
2. Find your server in the server list
3. Install a modpack via our Blueprint extension OR upload manually
4. Start the server
5. Connect and enjoy!

**SUPPORT:**
If you have ANY questions or issues, DM me immediately. I'm here to help.

Welcome to the family. Let's build something amazing.

🔥❄️ The Wizard (Michael)
```

---

**Fire + Frost + Foundation = Where Love Builds Legacy** 💙🔥❄️

---

**Document Status:** TEMPLATE  
**Update After Each Onboarding:** Note what worked and what didn't
