Onboarding Checklist

Setup

Join the Discord

Start by joining the Introductions Discord: https://discord.gg/eY4SQEn9Hc
Bookmark the link as you will need to join it again.

Time

Onboarding happens 1 hour and 10 min after the main meeting's start. Be in the relevant Discord 5 min early.

Role

Type .iam Introduction Volunteer in #general in the INTRODUCTIONS DISCORD (not the main Discord).

You will get many notifications when you have this role. Therefore, when you are not on duty, simply leave the whole [P1] Introductions server. Bookmark the link to the server.

Onboarding Checklist

Unlike the usual checklists, this one is conversational, and so you should leave pauses so that it's a back-and-forth communication rather than just a monologue, even when those pauses are not specified.

🟧🟧🟧 Put them at ease

🔸 Say joyfully: Welcome to [P1], we are an organization dedicated to empowering people, thanks for joining us! 🙂 Please know that [P1] is free and we will never ask money of you. We are entirely funded by sponsors.

🔸 Say: I am a volunteer just like you and I will be taking your Introduction Chat.

🟧🟧🟧 Explain why there are many people in chat

🔸 Say: Right now, we're just working to get you to the appropriate division of [P1] so that you can be onboarded by the relevant division that division will onboard you.

🟧🟧🔄 Tell them to come on PC

You can tell if someone is on a phone if when you click on them you see the phone icon:

🔸 Say: If you are on a phone and can come on PC please do so.

🟧🟧🟧 Sharing the video

🔸 Start an activity
🔸 Select Youtube and put this URL in the URL bar: https://www.youtube.com/watch?v=U6snSHtORh0
🔸 Ask them to join the activity.
🔸 As people join you will see this rocket emoji appear next to their name. Make sure all relevant parties join the video before starting. Say: "Click the rocket emoji at the bottom left of your screen next to the mute button to join the activity".

🔸 Say: The volume of the video is relative so please adjust as needed.

🔸 Play the video at 1.25x speed.

🟧🟧🟧 Pausing the Video

As you watch the video, you will see a pause screen pop up. You should pause the video when you reach that screen, give the person a moment to do what they were told to do through the video, and provide them with information if necessary.

Don't pause unless you see that screen!

Watch and listen to the video with them to avoid confusion.

🟧 Pause 1

Wait for everyone you are giving an introduction to put "YES" in chat.

🟧 Pause 2 - Discover their goal

Ask them:

What's your skill set and what brought you our way?

Experience?
Portfolio?
Networking?
Mentor others?
Make an impact?

Look for ONE thing they want to do here.

🟧 Pause 3 - Discover their skill

Ask them:

If you had to do only 1 part of game creation what would it be? Keep in mind, you can engage in unrelated tasks later -- we just want to get you started with one thing.

🟧 Pause 4 - Discover their dream

Ask them:

What's your dream?

Working in AAA?
Indie?
Studio lead?
Blizzard?
Making a dream game?

🟧 Pause 5 - Joining the main [P1] Discord

Paste this link in chat and ask them to join and to tell you when they have joined.

https://discord.gg/dkgMeAbNaX

Ask them to open the chat and @tag them under the link so they see it!

🟧 Pause 6 - They tell you if they're verified or not

They're going to signal to you if they have verified or not. If they are not verified, the video will help them through that process. If they are, open the relevant condition and continue.

Now they're going to say one of three things in the chat channel related to the voice channel you are in.

verify
unlocked
bugged

Open the instructions accordingly:

Condition 1: 🔄 verify

🔄 verify = They need to unlock the Discord. Continue the video until the next pause.

Once they say "I see help me" in chat send them the "#🏥 ━ Help Me! " voice chat link: https://discord.gg/5G3QdfxnV7 then unpause the video.

Watch the next step with them. Go over to the "#🏥 ━ Help Me! " channel once your ready.

Condition 2: 🔄 unlocked

🔄 unlocked = They already have access to the Discord.

🔸 Send them a link to the #🏥 ━ Help Me! channel in the introductions chat voice-text channel you are talking with them in:

https://discord.gg/5G3QdfxnV7

🔸 Ask them to move over there and then join them there.

🔸 Have them open the text channel related to the voice channel and fill out this form: http://p1oc.net/seekingteam

🔸 Ask them to share their screen.

🔸 Go through the form with them.

Continue with the checklist... ⭐🟧🟧🟧

Condition 3: 🔄 bugged

🔄 bugged = Ask them to type their email in #channel1 and they should unlock all the channels. If so, treat them the same as condition 2.

🔸 Action: #report-issues with the onboarding process as you encounter them as we need a list of them all.

⭐🟧🟧🟧 Continue here when done Condition 2

Tip: Each condition directs people to Condition 2 at some point so once you are done the checklist in Condition 2 you want to continue here.

Tip: As they fill out the form they will be answering the same questions you just asked them but in written form. They will then post all that info to. #🤗┃seeking-team.

🔸 Action: Paste <#1206266069090697216> and <#1206266163437248573> in the #🏥 ━ Help Me! text chat. It should look like this:

🔸 Action: As they go through the form, look through teams in #🙋┃seeking-members

You are looking for teams that (1) Match their skillset (2) Match their time preferences.

🔸 Action: If they fill out the form correctly, you will see a new post in #🤗┃seeking-team

🔸 Action: Matching their post in #🤗┃seeking-team with the needs mentioned in #🙋┃seeking-members is ideal.

However, you can't always find them the perfect team. You are looking for a team that needs their skills (1), (2) is online and able to take them on (2) and (3) matches their time preference.

🔄🔄🔄 If no team is found

If there's no available team, then the only option is to have them create their own team.

This done by visiting http://p1oc.net/makeateam.

Read the article with them.

🔸 Action: Keep asking questions to uncover their needs and then ask them to join the channel of the available, relevant team.

🔸 Action: Use this chance to maintain good relations with other teams, collaborating to help fill team memberships as needed.

🟧🟧🟧 Once you find a team

🔸 Action: Ask the team leader use the Team Integration Checklist https://p1oc.net/integration to get the new person integrated into the relevant team.

🟧🟧🟧 Redeeming your Helpfulness

We have an automatic system to redeem helpfulness for doing Introductions. However, it's hidden in something called the Academy. The reason is because there's hundreds of different things you can redeem. And we don't want to show them all to every user. So we have users open the Academy first, and then post in this particular channel that opens up when you open the Academy.

be aware that the Academy closes every three days automatically so you'll have to open the Academy again in the future.

🔸 Action: Visit the Academy channel in Discord and unlock it.

🔸 No Introduction is done until the person that you're introducing is placed on a team.

🔸 When you hand the individual over to the particular team, you are to have the team leader of the team you handed them off to confirm in writing that they are going to give this new person an integration to their team using the integration checklist.

🔸 Take a screenshot of the interaction and make sure it includes both your request and the confirmation by the team lead. And then post that as a single image to the following channel:

🔸 Do this once for each person you introduce.

🔸 Each time you should get a confirmation:

Everything from here on is old information. Ignore.

🟧🟧🟧 Divide to different channels

🔸 Action: If multiple people are here for an introduction, ask which discipline they're interested in: game production, art, sound, design, marketing, or programming. Then, divide them into channels with available introduction volunteers based on their interests. Combine disciplines if necessary due to a lack of introduction volunteers.

🟧🟧🟧 Discover their goals

🔸 Say: Our goal at [P1] is to serve you in the best way possible. We are looking for the ideal project for you.

🔸 Say: But before we can find that project for you, we need to know what your goals are.

🔸 Say: Most come to us to build a portfolio. If that's your goal, explain what you think you need in your portfolio to advance. If not, other options include supporting our vision, building a network, and exploring game development. Which option, including the portfolio, aligns closest with your goals?

🔸 Action: Give them plenty of time to speak and show you're listening by rephrasing what they say back to them.

🔸 Have them go through this form live together with you: https://form.jotform.com/240684639708973

🔸 Say: Once you're at slide four in that form, please share your screen. It will tell you how, but I'm here to help you in case you get lost or confused.

🔸 Help them through each step in the form. Make sure they share their screen.

🟧🟧🟧 Get them on our main Discord's Help voice chat

🔸 Say: Now that you know the basics of what we do here, we need to get you onboarded to our main Discord before we can help you. Our main Discord was the most active voice chat for game developers in 2023 but it can be confusing to navigate.

🔸 Say: To start, you need to know where I'll be typing and where you can see the text as we move to the next Discord. First, there's a chat bubble linked to this voice channel. Look for it either right above the top person in this channel, where it says "introductions" with a phone icon, or on the top right, you'll see a chat bubble icon. Click on that bubble to open the text chat. https://i.imgur.com/ahVeSXd.png

🔸 Action: Send them this link and ask them to click on it. https://discord.gg/9HD4K6aRU4

🔸 Say: Before we proceed, we need to set up your privacy on this new Discord. Click on the Discord title or the small down arrow next to it in the top left. Do you see it? Does it open a menu for you?

🔸 Say: One of our rules is that all communication about our project stays on our official Discords, not in private messages. This keeps everything centrally accessible, so no one has to search through private chats which limited to 10 people for information. Instead, we use private threads, which are more efficient. https://i.imgur.com/J68kRDZ.gif

🔸 Say: Do you know how to share your screen on Discord? I need to get you onboarded onto that Discord now and would love to help you hands-on. If you know how, go ahead and share your screen; if not, let's figure it out together now.

🔸 Action: Lead them through the Discord verification process, ensuring they click verify and gain access to all the channels. https://i.imgur.com/3jfhf9m.png

🔸 Say: Let me start by putting your mind at ease. This is not a traditional interview. We are working toward becoming a non-profit dedicated to empowering people like you.

🔸 Say: Being People First is what we're all about, and we know that there's a whole host of organizations that say that, but we have worked to ensure that our incentive structure from the ground up puts people at the center of everything.

🟧🟧🟧 Explain what we do

Open source incubator + volunteer projects for non-profits.

🔸 Say: There are several things we do here. We run an open source incubator where we don't take a stake in your creations. You pair up with people from around the world that we provide, you make awesome stuff that impacts humanity for the better—all of the games have to have a positive impact—and you build an amazing portfolio or test out your next idea.

🔸 Say: Before we give you a chance to ask questions, I would love to share a video on who we are.

Onboarding Context

Initial Contact

The overwhelming majority of people who join us do so because they're looking for work in the industry or they're looking for experience.

What they see is a LinkedIn job post that leads them to a message in which somebody will have reached out to them, asking them to be a part of our organization.

Beyond the Surface

However, what they don't know is that our organization is in part an open-source incubator and in part a volunteer project.

Onboarding Process

Onboarding Schedule

The actual process of onboarding: People who come to get onboarded are told to come at a specific time which you should get on your calendar.

Your Role

Your job is to help them understand what our organization is about, talk to them about their needs, and then direct them to a list of options based on who's recruiting.

Onboarding Location

Two Channels

When new people join us they are told to test their mic in the Help channel. When they do this, they are also assigned the "Seeking Introduction" role. This is a taggable role @Seeking Introduction.

Before any Introduction Chat you should tag @Seeking Introduction in any text channel (#💬┃general-chat for example) to let people who might be interested know that 1-1 interviews are about to take place.
- "@Seeking Introduction I am about to hold Introduction Chats in <#840306067786563654>. Join the channel now if you would like to learn about being placed on a project team."
A particular channel has been created to have Introduction Chats. This is the 🤫1-1 chat channel.

Move people into the channel before doing an interview:

Make sure you have room in the channel for people to join:

Capacity and Limitations

Be aware that more than five can come in looking for an interview.

Before an Introduction Chat for the first time.

🔸 Read the above guide.

🔸 Test the 🚀 Activity feature of Discord: https://imgur.com/Sa73KKf

🔸 If you talk with the interviewee beforehand, ask them to come on PC, not mobile.

🔸 Be sure to type .iam reception in #off-topic ASAP.

Onboarding Checklist

🟧🟧🟧 Put them at ease

🔸 Say joyfully: Welcome to [P1], we are an organization dedicated to empowering people, thanks for joining us! 😊

🔸 Say: Let me start by putting your mind at ease. This is not a traditional interview. We are working toward becoming a non-profit dedicated to empowering people like you. Being People First is what we're all about, and we know that there's a whole host of organizations that say that, but we have worked to ensure that our incentive structure from the ground up puts people at the center of everything.

🟧🟧🟧 Explain what we do

🔸 Say: There are several things we do here. We run an open-source incubator where we don't take a stake in your creations. You pair up with people from around the world that we provide, you make awesome stuff that impacts humanity for the better—all of the games have to have a positive impact—and you build an amazing portfolio or test out your next idea.

🔸 Say: Before we give you a chance to ask questions, I would love to share a video on who we are.

🟧🟧🟧 Sharing the video

🔸 Start an activity

🔸 Select Youtube and put this URL in the URL bar: https://youtu.be/zhY1YNrquM8?si=j3gq08hpiDtIjg4k

🔸 Ask them to join the activity.

🟧🟧🟧 Explain the volunteer position

🔸 Say: Among the many teams we have here, created by the community itself, we have one team that was started by our founder, Samuel, that's dedicated to researching how to connect people in virtual worlds with the intention of influencing the space for the better. It's a serious project that is looking for serious contributors as volunteers. Volunteering in that organization would be in an official capacity, unlike the rest, which is merely participating in an open-source community. Moreover, the fidelity of the project being created is higher, meaning that this project might be ideal for people who are already at a level where they can produce high-fidelity content like art and sound. However, the current project there take time to finish and require people who don't need a lot of hand-holding to understand professional cooperation on multi-functional teams.

🔸 Say: As a matter of habit, we start everyone on a the open source incubator just to get them acclimatized to our values, culture, and the technical side of things. But if you have an interest in joining a sort of project like I just mentioned, you should let me know now and I will connect you our founder.

I just want to take a moment to welcome you to [P1] as an organization. Our name means People First, and you'll hear lots of of companies that talk about being people-first, but there's something that makes us radically different. We've set up an incentive structure that puts people's needs at the center of everything. We believe that unless the incentive structures are set up right, a natural selection process will weed out those who follow mere values for those who follow the right incentives. So, from the ground up, this organization has been built to empower people. Here's how it works: everything we do is free, and what we do is paid for by sponsors. This means all we have to do is provide people tons of value, and lots more people will join us. That's it; that's how it works. We are working toward becoming a nonprofit in Canada dedicated to empowering the people here. We have two major sections: one of them is an educational incubator, and the other is a volunteer program where people work together to build technology and experiments which help push forward our vision of a more free virtual civilization. That's a big concept, but all you need to know is we build stuff, and that stuff goes on your portfolio, it helps you get professional experience, and it helps you build connections with friends and colleagues.

NEW SAP SYSTEM etc.

Onboarding Context

Initial Contact

The overwhelming majority of people who join us do so because they're looking for work in the industry or they're looking for experience.

Beyond the Surface

However, what they don't know is that our organization is in part an open-source incubator and in part a volunteer project.

Know How to Solve Problems

I can't load the verification form.

I can't hear the interviewer/interviewee properly.

Note, those links lead to an old Trello. Nothing else in that Trello is relevant.

Essential Discord Concepts

Before you can understand how to give someone an Introduction, you need to understand two different concepts within Discord.

1) How Handles Work

Before you can understand anything else, you need to understand that Discord gives people two different names. One is for how other people see you in the particular server you're in ❎, and the other one is your permanent long-term name ✅:

The latter is called their Discord Handle.

You can tag people by simply typing @DiscordHandle anywhere. Tagging their profile name can also work, but it's not as reliable.

2) How to View Someone's Roles

@Tag someone and hover over their profile to see what roles they have.

Know How Verification Works

@Tag our test account @You and hover over their profile to see what roles they have:

When people have the "locked" role and not the "unlocked" role they don't have server access.

This person cannot see most server channels because they are "Locked" out:

This person can see our Discord because they are "Unlocked':

In Review

Tag people in "#📴︱bot-spam" on the main server to check their roles:

Hover over the name to see the roles:

How to Give Someone Server Access

Invite the person to the main server. To do so, you can send them this link: https://discord.gg/7rd3ten
Visit "#📴︱bot-spam"
Type @name to see if you can find their username. If not, confirm their username.
Type /buy and choose SAP.
1. You will need 200 Helpfulness to do this. If you do not have 200 Helpfulness, you may request it from the person leading the Introductions for that day. You will receive 2,000 Helpfulness back once you have completed the task, so don't worry, the cost is negligible.
Type /give-item, choose the username of the person in question, choose SAP, set amount to 1.

How It Works

The Introduction Giver gives the person they are introducing an item using our Discord bot. This item, when used, gives the person being introduced the role necessary to view the whole Discord.

Items that give people a role when used are a feature of the bot. Roles that give people permissions are a feature of Discord.

When to Give Someone Server Access

It's absolutely critical that you don't give server access to people who have not signed our Terms of Service and the Apache license.

This can be legal issue.

There's two ways to know if someone has signed:

You watched them sign it as they shared their screen, filling out the Introduction form. https://form.jotform.com/240684639708973
1. This is the form you are instructed to give them during the introduction process.
In the Introductions Discord, those who have the Introduction Volunteer role can see a channel: "#has-filled-in-the-form"

Offboarding

About 1 in 5 people will make the decision to jump out during the onboarding process. This is because they don't get that much chance to get to know us until you play that video, and it may be that they're looking for something radically different. Make them stepping away as easy as possible and don't hinder them or be frustrated if they step away, as they should have the right to do so if we're not what they're looking for.

Onboarding Process

Onboarding Schedule

The actual process of onboarding: People who come to get onboarded are told to come at a specific time.

Your Role

Your job is to help them understand what our organization is about, talk to them about their needs, and then direct them to a list of potential teams. As part of our [P1] values, you must always put their needs above the needs of the particular team you represent, helping them connect with, for example, the team which is working on a game that would best match their portfolio in order to help them succeed.

Onboarding Location

No matter how many people are coming for an introduction, whether one or 15, your job is to first and foremost get them from the introduction channel onboarded to the main Discord.
#"🔊 | 📞 Introduction Chats" is where every onboarding meeting begins. Those being onboarded don't yet have the ability to access the other Discord. Your job is to give them access and to lead them through every step along the way ending by having them join #"🏥 ━ Help Me!" in the [P1] Games Discord. Use /invites (choose Mee6) to create an invite and invite them to the other Discord. https://discord.com/channels/388747322130956288/653665011918569480/1210264614588121108
Before any Introduction Chat you should tag @Seeking Introduction in #notifications to let people who might be interested know that 1-1 Introductions are about to take place:

Paste this in #notifications "@Seeking Introduction I am about to hold Introduction Chats in #"<#1209992251900698684>". Join the channel now if you would like to learn about being placed on a project team."

Pre-Introduction Checklist

🔸 Read the above guide.

🔸 Learn hammertime: https://trello.com/c/3XYAZjfr/457-using-hammertime

🔸 Test the 🚀 Activity feature of Discord: https://imgur.com/Sa73KKf

How to use activities (guide)

Step 1: Click the 🚀

🟢 Step 2: Choose "Watch Together"

🟢 Step 3: Put in the URL

🟢 Step 4: Have everyone click "Join Activity"

🟢 Step 5: Say: "Click the Rocket Emoji"

🔸Make sure they are all watching: You can see who clicked the r

Note that when you lead an activity, you are in charge of the video that's playing, including where you're at in the video and when it's paused. However, everyone can set their own level of volume, so it's good to encourage people to do this.

🔸 Consider watching our onboarding video: https://www.youtube.com/watch?v=U6snSHtORh0