General

Field	Value
Purpose	Get a new team member fully set up and productive within their first week
Frequency	Each new hire
Owner	Ami (HR)
Maintainer	Wina
Time Needed	5 working days (full onboarding cycle)
Status	Active � v2 (pending team review)

Procedure

Day 1 � Arrival & Setup

1. Manager: Confirm IT setup is complete before new hire arrives (see SOP 1: IT Setup for New Employees)
2. Manager: Greet new hire and give company overview (mission, values, team structure)
3. New Hire: Receive laptop and log in to all provisioned accounts:
• Google Workspace email (@regenesispod.com)
• ClickUp (verify correct Space/Team assignment)
• Telegram (join department groups + company-wide group)
4. Manager: Walk through key systems:
• Company dashboard � how to access, what it shows
• Telegram groups � which ones to monitor, response expectations
• ClickUp � how tasks are assigned, how to update status
5. New Hire: Send a test email and post in Telegram company group to confirm access
6. Manager: Share the Communication Standards SOP (SOP 2) and Document Management SOP (SOP 4)

Day 1�2 � Department Orientation

1. Manager: Introduce new hire to immediate team members (in-person or video call)
2. Manager: Walk through department-specific SOPs relevant to the role
3. Manager: Assign a buddy from within the department for the first 2 weeks
4. New Hire: Review department SOPs and note any questions
5. New Hire: Shadow buddy on at least one typical workflow

Day 3�5 � First Tasks & Check-ins

1. Manager: Assign 2�3 introductory tasks in ClickUp (low stakes, real work)
2. Buddy: Check in daily � answer questions, review work, share tips
3. New Hire: Complete assigned tasks and update ClickUp status
4. Manager: End-of-week check-in meeting (30 mins):
• How are you settling in?
• Any access issues or blockers?
• Feedback on onboarding process
5. Manager: Document any onboarding improvements in this SOP

Tools Required

• Google Workspace (email, Drive, Meet)

• ClickUp (task management)

• Telegram (team communication)

• Company dashboard

Manager Checklist

• [ ] IT setup requested (SOP 1) at least 2 days before start date

• [ ] Workspace/desk prepared (if applicable)

• [ ] Welcome message sent to team

• [ ] Buddy assigned

• [ ] First-week tasks created in ClickUp

• [ ] Department SOPs shared

• [ ] End-of-week check-in scheduled

New Hire Checklist

• [ ] All accounts working (email, ClickUp, Telegram)

• [ ] Joined all required Telegram groups

• [ ] Read Communication Standards SOP (SOP 2)

• [ ] Read Document Management SOP (SOP 4)

• [ ] Met team members

• [ ] Completed first tasks

• [ ] Attended end-of-week check-in

Done When

• New hire has working access to ALL systems (email, ClickUp, Telegram, Drive)

• New hire has met all immediate team members

• New hire has completed at least 2 introductory tasks

• End-of-week check-in completed with no unresolved blockers

• Both checklists above are 100% complete

If Something Goes Wrong

Problem	Solution
IT setup not ready on Day 1	Escalate to Barrie immediately � this should never happen if SOP 1 is followed
New hire cannot access a system	Check SOP 1 troubleshooting, contact Barrie/IT
Buddy unavailable	Manager steps in as temporary buddy, reassign within 24h
New hire overwhelmed	Reduce first-week tasks, extend buddy period to 4 weeks
Role expectations unclear	Manager schedules 1:1 to clarify role, responsibilities, and success metrics

Field	Value
Purpose	Provision all digital access for a new team member before their first day
Frequency	Each new hire � triggered by SOP 0 (Onboarding)
Owner	Barrie / IT
Maintainer	Wina
Time Needed	1�2 hours (should be completed at least 2 business days before start date)
Status	Active � v2 (pending team review)

Procedure

Step 1: Google Workspace Account

1. Log in to Google Admin Console (admin.google.com) as workspace admin
2. Navigate to Directory ? Users ? Add new user
3. Create account: firstname.lastname@regenesispod.com
4. Set temporary password and enable "Require password change at next sign-in"
5. Add user to the correct Organizational Unit based on department
6. Assign appropriate Google Workspace license
7. Send credentials securely to new hire (via personal email or encrypted message)

Step 2: ClickUp Access

1. Navigate to ClickUp Settings ? People
2. Invite new hire via their @regenesispod.com email
3. Assign to correct Space(s) based on department:
• All staff: "Standard Operating Procedures" space (read access)
• Department-specific spaces as needed
4. Set correct permission level (Member for most, Admin only if approved by Justin)

Step 3: Telegram Group Additions

1. Add new hire to company-wide Telegram group
2. Add to department-specific Telegram group(s)
3. Add to any project-specific groups relevant to their role
4. Verify they can see and post in all groups

Step 4: Google Drive Access

1. Grant access to shared drives based on department:
• All staff: 00-HQ (read), 99-Archive (read)
• Finance: 01-Finance
• HR: 02-HR
• Legal/Tax: 03-Tax
• Sales: 04-Sales
• Marketing: 09-Marketing
• Product: 05-Product
• Operations: relevant operational drives
2. Verify access by asking new hire to open each shared drive

Step 5: Password Manager

1. Set up company password manager account for new hire
2. Share relevant team vaults/folders
3. Brief new hire on password policy (unique passwords, no reuse, 12+ characters)

Step 6: VPN Access (Technical Roles Only)

1. If role requires VPN (engineering, DevOps, IT):
• Generate VPN credentials
• Send configuration file securely
• Test connection before first day

Step 7: Verification

1. Send test email to new hire's @regenesispod.com address
2. Verify all ClickUp spaces are visible
3. Confirm Telegram group membership
4. Confirm Drive access
5. Document all provisioned access in IT log

Tools Required

• Google Admin Console (admin.google.com)

• ClickUp Admin Settings

• Telegram (admin access to groups)

• Google Drive (sharing permissions)

• Password manager admin panel

Done When

• Google Workspace account created and credentials sent

• ClickUp invitation accepted and correct spaces assigned

• All relevant Telegram groups joined

• Correct shared drives accessible

• Password manager account active

• VPN configured (if applicable)

• All access documented in IT log

• Test email received successfully

If Something Goes Wrong

Problem	Solution
Cannot create Google Workspace account	Check license count � may need to purchase additional seat. Contact Barrie.
ClickUp invitation not received	Check spam folder. Resend invitation. Verify email address is correct.
Telegram group add fails	Ensure new hire has a Telegram account. Admin must add via username or phone number.
Drive access denied after granting	Check organizational unit settings in Google Admin. May need to adjust sharing policies.
VPN connection fails	Verify firewall rules, check credentials, test with different network. Escalate to Barrie.
New hire forgot temporary password	Reset via Google Admin Console ? Users ? Reset password

Field	Value
Purpose	Define which communication channel to use for what, and set response time expectations
Frequency	Ongoing � reference daily
Owner	Ami
Maintainer	Wina
Time Needed	10 mins to read and understand
Status	Active � v2 (pending team review)

Channel Guide

?? Email (Google Workspace � @regenesispod.com)

Use for:

• External communications with clients, partners, vendors

• Formal internal communications (policy changes, announcements)

• Document sharing that needs a paper trail

• Anything that may need to be referenced legally

Do NOT use for:

• Quick questions to colleagues

• Real-time coordination

• Casual team discussion

Response time: Within 24 hours (business days)

?? Telegram

Use for:

• Real-time team communication

• Alerts and notifications (system alerts, bot interactions)

• Quick file sharing within teams

• Department-specific discussions (in department groups)

• Company-wide announcements (in company group)

Do NOT use for:

• External client communications

• Formal decisions that need a paper trail (use ClickUp or email)

• Sensitive HR or financial information

Response time: Within 2 hours during business hours

?? WhatsApp

Use for:

• Quick informal messages to colleagues

• Client communications (where client prefers WhatsApp)

• Urgent matters outside business hours

• Sharing photos/videos from field work

Do NOT use for:

• Official company announcements

• Task assignments (use ClickUp)

• Sharing confidential documents

Response time: Within 4 hours

? ClickUp

Use for:

• Task assignments and tracking

• Project updates and status reporting

• Formal tracking of work items

• SOPs and process documentation

• Sprint planning and capacity management

Do NOT use for:

• Quick questions (use Telegram)

• External communications

• Real-time chat

Response time: Check daily, update task status at least every 2 days

?? Google Meet

Use for:

• Scheduled meetings (see SOP 3: Meeting Standards)

• Client demos and presentations

• Team standups and all-hands

• Any discussion that needs face-to-face or screen sharing

Do NOT use for:

• Unscheduled calls without warning (message first on Telegram)

• Meetings without an agenda (see SOP 3)

Response Time Summary

Channel	Expected Response Time
Email	Within 24 hours (business days)
Telegram	Within 2 hours (business hours)
WhatsApp	Within 4 hours
ClickUp	Check daily, update every 2 days
Google Meet	Join on time if accepted

General Rules

1. Don't duplicate messages across channels. Pick the right channel and use it.
2. Tag people when you need their attention. Don't assume people will see your message.
3. Keep Telegram groups on-topic. Use the correct group for the discussion.
4. If it's urgent and no response in 30 mins on Telegram, call directly.
5. Business hours are 9:00 AM � 6:00 PM WITA (unless otherwise agreed for your role).
6. All official decisions must be documented in ClickUp or email � verbal/chat agreements are not binding.

Done When

• All team members have read and acknowledged this SOP

• Channel usage aligns with the guide above

• Response time expectations are consistently met

If Something Goes Wrong

Problem	Solution
Message sent on wrong channel	Politely redirect: "This should go in \[correct channel\] � please repost there"
No response within expected time	Escalate: Telegram ? call ? manager notification
Sensitive info shared in public group	Delete immediately, notify Ami, review access permissions
Confusion about which channel to use	Re-read this SOP, ask Ami if still unclear

Field	Value
Purpose	Run efficient meetings that respect everyone's time and produce clear outcomes
Frequency	Every meeting
Owner	Justin
Maintainer	Wina
Time Needed	5 mins to read, ongoing to practice
Status	Active � v2 (pending team review)

Procedure

Before the Meeting

1. Organizer: Determine if a meeting is actually needed. Could this be a ClickUp comment, Telegram message, or email instead?
2. Organizer: Create Google Calendar invite with:
• Clear title (not just "Meeting" � e.g., "Q2 Marketing Budget Review")
• Agenda in the description (bullet points of topics)
• Correct attendees (only people who need to be there)
• Duration: default 30 mins, extend only if pre-justified
3. Organizer: Share agenda at least 24 hours before the meeting
4. Attendees: Review agenda before the meeting. Come prepared.
5. Attendees: If you cannot attend, decline the invite and notify the organizer at least 2 hours before

During the Meeting

1. Organizer: Start on time. Do not wait more than 5 minutes for latecomers.
2. Organizer: Assign a note-taker at the start (can rotate each meeting)
3. Organizer: Follow the agenda. If a topic goes off-track, "parking lot" it for follow-up.
4. Everyone: Stay on mute when not speaking (video calls)
5. Organizer: End with clear action items:
• What needs to be done?
• Who is responsible?
• When is it due?
6. Organizer: End on time or early. Never run over without explicit agreement from all attendees.

After the Meeting

1. Note-taker: Post meeting notes and action items within 24 hours in:
• Relevant ClickUp task (if the meeting was about a specific task/project)
• Relevant Telegram group (summary)
2. Organizer: Create ClickUp tasks for each action item with assignees and due dates
3. Organizer: Follow up on action items at the next meeting or via ClickUp

Meeting Cadence

Meeting	Frequency	Duration	Attendees	Owner
Department Standup	Weekly	15 mins	Department team	Department lead
All-Hands	Monthly	30 mins	All staff	Justin
Quarterly Review	Quarterly	60 mins	SMT + department leads	Justin
1:1 with Manager	Bi-weekly	30 mins	Manager + report	Manager

Rules

1. No agenda, no meeting. If the organizer hasn't shared an agenda 24h before, attendees may decline.
2. 30-minute default. If you need more, justify it in the invite.
3. Start on time, end on time. Respect is measured in minutes.
4. Notes are mandatory. A meeting without notes didn't happen.
5. Action items go to ClickUp. Not just in notes � actual tasks with owners and dates.
6. Camera on for external meetings. Internal meetings: camera optional.

Done When

• All meetings follow the agenda ? notes ? action items flow

• Meeting notes are consistently posted within 24 hours

• Action items are tracked in ClickUp with assignees and due dates

• No meetings run over time without agreement

• Team reports meetings are productive and focused

If Something Goes Wrong

Problem	Solution
Meeting has no agenda	Attendees may decline. Organizer must reschedule with agenda.
Meeting runs over time	Organizer calls time, remaining items move to follow-up or next meeting
No notes posted after 24h	Organizer is responsible � escalate to their manager
Action items not completed	Follow up in next meeting, escalate if pattern repeats
Too many meetings	Department lead reviews meeting load quarterly, eliminate unnecessary recurring meetings

Field	Value
Purpose	Know where to save and find company documents � one system, no confusion
Frequency	Ongoing � reference whenever creating or finding documents
Owner	Ami
Maintainer	Wina
Time Needed	10 mins to read, ongoing to follow
Status	Active � v2 (pending team review)

Google Drive Structure

Regenesis uses 16 numbered shared drives. Each drive has a clear purpose:

Drive	Purpose	Who Uses It
00-HQ	Company-wide documents, policies, templates	Everyone (read)
01-Finance	Financial records, budgets, reports	Finance team
02-HR	HR documents, contracts, employee records	HR team
03-Tax	Tax filings, legal documents, compliance	Legal/Finance
04-Sales	Sales pipeline, proposals, client docs	Sales team
05-Product	Product specs, R&D, manufacturing docs	Product team
06-Engineering	Technical docs, architecture, code docs	Engineering
07-Operations	Ops procedures, supply chain, logistics	Operations
08-QA	Quality assurance, testing, compliance certs	QA team
09-Marketing	Marketing materials, brand assets, campaigns	Marketing
10-Partnerships	Partner agreements, JV docs	BD team
11-Projects	Cross-department project files	Project teams
12-Executive	Board materials, strategy docs	SMT only
13-Client-Deliverables	Client-facing deliverables	Client teams
14-Templates	All company templates	Everyone
99-Archive	Inactive/completed project files	Read-only

Naming Conventions

All files MUST follow this format:

[YYYY-MM-DD] [Description] [Version]

Examples:

• 2026-04-03 Q2 Budget Forecast v1.0

• 2026-03-15 Employment Contract - John Smith v2.1

• 2026-04-01 Marketing Campaign Brief - April v1.0

Rules:

• Date first (enables chronological sorting)

• Clear, descriptive name (someone unfamiliar should understand what it is)

• Version number for documents that get updated (v1.0, v1.1, v2.0)

• No special characters except hyphens and underscores

Procedure

Saving a New Document

1. Determine which shared drive the document belongs in (use table above)
2. Navigate to the correct folder within that drive
3. Name the file following the naming convention above
4. If no appropriate subfolder exists, create one with a clear name
5. Do NOT save to "My Drive" � all company documents go in shared drives

Finding a Document

1. Identify which drive it should be in (use table above)
2. Browse the folder structure or use Google Drive search within that drive
3. If you cannot find it, ask in the relevant department Telegram group
4. If it doesn't exist, create it in the correct location

Updating a Document

1. Open the existing document in the correct shared drive
2. Make your edits
3. Update the version number in the filename (e.g., v1.0 ? v1.1 for minor, v2.0 for major)
4. If it's a major revision, keep the previous version and rename it with "(OLD)" suffix

Rules

1. All company documents live in shared drives. Never in personal "My Drive."
2. Do NOT create personal folders in shared drives. Use the existing structure.
3. Follow the naming convention. No exceptions.
4. Do NOT duplicate files across drives. One file, one location. Link to it if needed.
5. Archive policy: Files related to completed/inactive projects move to 99-Archive after 6 months of inactivity.
6. Sensitive documents (contracts, financials, HR records) must have restricted sharing � do not set to "Anyone with the link."

Done When

• All team members know which drive to use for their documents

• Files are consistently named following the convention

• No company documents live in personal "My Drive" folders

• Archive policy is followed (inactive files moved after 6 months)

• New hires can find documents without asking for help

If Something Goes Wrong

Problem	Solution
File saved in wrong drive	Move it to the correct drive. Update any shared links.
Can't access a shared drive	Check your permissions � contact Barrie/IT (SOP 1)
File naming doesn't follow convention	Rename immediately. Ask Ami if unsure.
Duplicate files found	Determine which is the latest, archive the other to 99-Archive
Accidentally deleted a file	Check shared drive Trash (retained 25 days). Contact Barrie if not found.
Unsure where to save something	Ask in company Telegram group or check with Ami

Field	Value
Purpose	Submit and get reimbursed for business expenses correctly and on time
Frequency	As expenses occur � submit monthly by the 25th
Owner	Ami
Maintainer	Wina
Time Needed	5 mins per expense submission
Status	Active � v2 (pending team review)

Procedure

Step 1: Capture the Expense

1. Immediately take a clear photo of the receipt when you make a business purchase
2. Ensure the photo captures:
• Date of purchase
• Vendor/store name
• Itemized list of what was purchased
• Total amount
• Payment method
3. If no receipt is available (e.g., parking, small vendor), note the details immediately:
• Date, amount, vendor, purpose

Step 2: Submit via Finance Dashboard

1. Go to the finance dashboard (finance.regenesispod.com)
2. Select "Submit Expense"
3. Fill in required fields:
• Date of expense
• Amount (in original currency)
• Category (meals, transport, supplies, etc.)
• Purpose/business justification (1 sentence)
• Upload receipt photo
4. Submit the expense

Step 3: Monthly Deadline

1. All expenses for the current month must be submitted by the 25th of that month
2. Expenses submitted after the 25th will be processed in the following month's payroll
3. Review your submitted expenses before the 25th to ensure nothing is missing

Step 4: Approval & Reimbursement

1. Your manager will review and approve/reject expenses
2. Approved expenses are included in that month's payroll
3. If rejected, you'll receive a notification with the reason � correct and resubmit

Cross-References

For detailed finance procedures, see:

• Finance SOP 10: Expense Management � full expense categorization and approval workflows

• Finance SOP 11: Petty Cash � for petty cash advances and reconciliation

• Finance SOP 12: Reimbursement Processing � finance team's reimbursement processing steps

What Qualifies as a Business Expense

Eligible	NOT Eligible
Client meals/entertainment	Personal meals
Business travel (transport, accommodation)	Personal travel
Office supplies	Personal items
Software/tools for work	Entertainment subscriptions
Fuel for business trips	Daily commute fuel
Printing/copying for work	Personal printing

When in doubt, ask your manager BEFORE making the purchase.

Rules

1. Always get a receipt. No receipt = no reimbursement (exceptions require manager approval).
2. Submit by the 25th. Late submissions delay your reimbursement by a full month.
3. Business justification required. "Lunch" is not enough � "Client lunch with PT Maju re: Q2 partnership" is.
4. No personal expenses. Even if mixed (e.g., personal + client dinner), only claim the business portion.
5. Expenses over IDR 1,000,000 require manager pre-approval before purchase.

Done When

• Receipt photo captured and clear

• Expense submitted in finance dashboard with all fields completed

• Submitted before the 25th of the month

• Manager has approved the expense

• Reimbursement appears in payroll

If Something Goes Wrong

Problem	Solution
Lost receipt	Write a detailed expense memo (date, vendor, amount, items, purpose). Get manager approval. Submit memo instead of receipt.
Dashboard not working	Email expense details + receipt photo to Ami directly. She'll submit on your behalf.
Expense rejected	Read rejection reason, correct the issue, resubmit. If you disagree, discuss with your manager.
Missed the 25th deadline	Submit anyway � it will be processed next month. Set a calendar reminder for the 20th.
Unsure if expense qualifies	Ask your manager before purchasing. When in doubt, don't assume.

Field	Value
Purpose	Request time off following company policy � fair, transparent, and properly documented
Frequency	As needed
Owner	Ami (HR)
Maintainer	Wina
Time Needed	5 mins to submit request
Status	Active � v2 (pending team review)

Leave Types

Type	Allowance	Notice Required	Documentation
Annual Leave	Per employment contract (TBD � confirm with Ami)	2 weeks in advance	Leave request form
Sick Leave	As needed	Same day by 9:00 AM	Medical certificate if 2+ consecutive days
Emergency Leave	Case-by-case	ASAP	Formalize within 48 hours
Public Holidays	Indonesian national holidays	N/A	Automatic � no request needed
Unpaid Leave	Manager approval required	2 weeks in advance	Leave request form + justification

Procedure

Planned Leave (Annual, Unpaid)

1. Check your remaining leave balance with Ami
2. Discuss dates with your manager to ensure team coverage
3. Submit leave request via the leave management system (TBD � currently email to Ami)
4. Include:
• Type of leave
• Start date and end date
• Number of working days
• Handover notes (who covers your responsibilities)
5. Submit at least 2 weeks before the requested start date
6. Wait for manager approval � do NOT book travel before approval
7. Once approved, update your Google Calendar with "OOO" (Out of Office)
8. Set up email auto-reply for the leave period
9. Brief your backup/handover person before your last day

Sick Leave

1. Notify your manager via Telegram by 9:00 AM on the day you are sick
2. Include: expected duration (if known) and any urgent tasks that need coverage
3. If sick for 2 or more consecutive days, provide a medical certificate to Ami upon return
4. Update ClickUp tasks if you have deadlines that will be affected
5. Upon return, catch up on missed work and debrief with manager if needed

Emergency Leave

1. Contact your manager as soon as possible via any channel (call, Telegram, WhatsApp)
2. Provide brief reason and expected duration
3. Manager will arrange immediate coverage
4. Within 48 hours, formalize the leave by submitting a request to Ami with:
• Dates taken
• Reason (brief)
• Any supporting documentation

Rules

1. Plan ahead. 2-week notice for planned leave. The earlier, the better.
2. Don't assume approval. Wait for confirmation before making commitments.
3. Handover is your responsibility. Leaving without a handover is unprofessional.
4. Sick leave is not annual leave. Don't use sick leave for planned absences.
5. Medical certificates are mandatory for 2+ consecutive sick days.
6. Team coverage comes first. If too many team members are off, your request may be rescheduled.
7. Public holidays are company-wide. No need to request � they're automatic.

Manager Responsibilities

• Review and respond to leave requests within 3 business days

• Ensure team coverage during employee absence

• Track team leave patterns and address issues (e.g., excessive sick days)

• Escalate concerns to Ami/HR

Done When

• Leave request submitted with all required information

• Manager has approved (or discussed alternative dates)

• Google Calendar updated with OOO

• Email auto-reply set (if applicable)

• Handover completed with backup person

• Leave recorded in HR system

If Something Goes Wrong

Problem	Solution
Leave request denied	Discuss alternative dates with manager. If persistent issue, escalate to Ami.
Forgot to submit request in advance	Submit immediately, apologize, and discuss with manager. May be approved at manager's discretion.
Sick but no medical certificate	Explain to Ami. One occurrence may be excused; repeated instances require documentation.
Manager not responding to request	Follow up after 2 business days. If still no response, escalate to Ami.
Emergency while on leave	Contact manager. Leave may be extended or type may be changed.
Leave balance disputed	Check with Ami for official records. HR records are the source of truth.