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Application Reviewing
When reviewing an application on Talent Reef, the job portal used by Chick-fil-A Robinson, it is
very important to follow the following simple steps:
• Review all applicants that have applied.
o When you click on an applicant, their status will change from “applied” to
“viewed.”
• While looking at each profile, take notes and summarize each applicant. You will use
these notes to send applicant summaries to the operator after each applicant has been
reviewed.
o Checking out applicants’ social media profiles is encouraged.
• In summarizing each applicant, use the following format:
Candidate Name:
Application Date:
Applied Position:
Previous Experience of note:
School History:
Expected Salary:
Availability:
Any glaring issues in Posi-fit.:
Other notes:
• After completing a synopsis of each candidate using this format, send the summaries to
the operator via email. Save all summaries in a word document for future documentation.
Interviewing
After hearing back from the Operator regarding which candidates to move forward with, these
are the next steps you should take:
• Release all applicants from Talent Reef who the Operator does not wish to move forward
with.
• Call the candidates who the Operator wishes to interview. Set up a date and time for an
in-person interview with them over the phone.
o After setting up a date/time with the applicant, go to Google Calendars and send
an invite to all Chick-fil-A Robinson Directors who would be attending the
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interview. This would normally be the Operator and the Director of Operations,
however it can vary depending upon the position in which you are hiring for.
o Inviting them via google calendars is a quick and easy way to make sure that
everyone is on the same page. They will either accept or decline the invitation.
o If need be, a second interview can be arranged where the Operator can personally
sit down with any applicant if she is unable to attend the first interview. However,
this can also vary depending upon the position in which you are hiring for.
• On the day of the interview, make sure you arrive in the store a half hour before the
interview is scheduled. Some interviewees arrive early, and you want to be present as
soon as they arrive.
o When they arrive, offer them something to drink.
o All interviews happen in the dining room of the restaurant.
• When interviewing a candidate, please use the following template as your guideline:
Chick-fil-A Robinson Interview
Date:
Name:
Position applying for:
Availability (2 Saturday requirement):
Compensation Requested:
Reliable Transportation:
Previous Experience:
Behavioral Questions:
- Management/leadership did something you didn’t agree with
- Share with me an example of an important personal goal that you set, and explain how
you accomplished it.
- Have you ever had many different tasks given to you at the same time? How did you
manage these?
- Give an example of a time you had to make a difficult decision.
Why do you want to work at Chick-fil-A?
Start Date:
Sizes:
Comp Final:
• Do NOT hire on the spot unless the Operator is with you.
• At the end of an interview, please make certain that you shake the candidates hand and
tell them that you will be in touch within the next couple of days (and make sure to get
back to them when you say you will).
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o Offer them your business card, and tell them to expect an email or a phone call
from you.
• If the Operator was not present at the interview, send a synopsis of how the interview
went, their responses to your questions, compensation requests on their part, your
thoughts, etc. via email as soon as possible.
o Wait for the Operator’s response before hiring or letting go of any candidate.
• If the candidate is being let go, send them this email response:
Dear (INSERT NAME),
Thank you for applying for the position of (INSERT POSITION HERE) at Chick-fil-A
Robinson. We appreciate your interest in working for Chick-fil-A and enjoyed reviewing your
application.
We regret to inform you that after reviewing your qualifications, we have not decided to move
your application forward. However, we greatly appreciate your interest in working with us and
wish you the best of luck with your job search!
Sincerely,
(YOUR NAME)
Director of HR Recruiting
• If the candidate is being hired, first speak to the Director of Operations and the Training
Director regarding when the applicant would be able to start.
o Send an email to the Operator, as well as the Director of Operations and the
Training Director, informing them of a new hire. The subject of this email should
read: New Hire Alert: (insert new hire’s name here) The new hire alert email is as
followed:
New Hire Name:
Start Date/Time:
Compensation:
Area of work:
Availability:
Uniform Size:
• After speaking with the Director of Operations and the Training Director, call the
applicant. Congratulate them and tell them you would like to offer them a job starting at
the wage in which you have agreed upon with the Operator.
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o Ask them when they would be available to start, and make a note on your google
calendar. Make sure to invite the Training Director to this start date.
o Tell the candidate that they should be expecting three emails from you:
§ The first will be an email from Talent Reef, the job portal, which will
read, “Welcome to the Team” in the subject line. They should open this
email and fill out all information required. This is necessary to be
completed by the employee’s first day in order to complete their I9.
• You will need to go into Talent Reef and hire them for them to
receive this email
§ The second will be an email from Jolt, our scheduling app. This will be a
simple invitation for them to accept. Explain to them that they will be
receiving the schedule every week via Jolt, and explain that in Jolt they
will be able to enter their time off, preferred hours of work, etc.
• You will need to go into Jolt and add them as a person in order for
them to receive this invitation
§ The third and final email will come from you, personally. Tell them that
this email will explain everything that they need to bring, wear, and what
to expect from the first day. (Tell them to check their spam/junk mail
because sometimes your email may get sent to that instead of their inbox).
The email you will be sending them is as followed…
Hi (INSERT NAME HERE)!
Congrats on becoming a part of our team at Chick-fil-A Robinson! You are being hired as a
_________ and your compensation is _______.
We are so excited for you to start! Here are just a couple of things for you to remember when
you come in (INSERT DATE HERE).
• Your official start date is: (INSERT DATE HERE IN BOLD)
• Please wear black, non-slip shoes, black slacks, and a white or black (preferred, but can
be other color, too) button up shirt if you have it, and tuck it in please.
• Please bring a copy of your Social Security Card and a copy of your Drivers' License. We
will need this information to put you into our payroll system.
• Also, remember to bring a set of headphones for watching orientation videos in the
dining room.
On this day, we will go over the employee hand book, have you sign some necessary documents,
and the rest of the day will consist of watching orientation videos. You will receive your clock-in
number on this day, as well as your training schedule for the rest of the week.
You should have received an email invite from Talent Reef, as well as Jolt. In Jolt you will need
to post your availability for our Director of Operations so that she can put you on the schedule,
and you will need to start filling out paperwork on Talent Reef for me to start putting you into
our system.
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Please email me and let me know if you have any further questions! I look forward to seeing you
again soon!
Thank you,
Onboarding
On the employee’s first day, you will be the first person they will sit down with. This day is an
orientation day for them, but an onboarding day for you. Here are the steps you should follow
when onboarding a new employee:
• When an employee arrives on their first day, sit them down and ask if they would like
anything to eat or drink.
• Ask if they brought a copy of their Driver’s License and Social Security Card. If they did
not bring a copy, you can make a copy in the back office.
• Go into the back office (make copies if necessary) and retrieve a new employee
handbook, a copy of the employee scheduling contract, a fully-charged iPad, as well as
an employee cup.
• Firstly, review the employee hand book and the employee scheduling contract:
o Map out the places where the employee needs to sign with an ‘x’ next to the line
for both the handbook, as well as the scheduling contract.
o When reviewing the employee handbook, go through page by page with them,
highlighting important facts that are necessary to know. For example, The Core
Four, Second Mile Service, the attendance policy, etc. Sometimes these topics
need more elaboration than others… it is good to make certain that the employee
understands these topics.
o When reviewing the employee scheduling contract, make sure to reference the
availability that the person discussed during their interview. Make certain that
they are committing to the same availability that was previously agreed upon.
o If the employee is under age, make sure they take these documents home with
them to get signed by their parents. These documents need to be returned as soon
as possible.
• Next, present them with the iPad. Bring up PowerPoint and have them watch the
Operator’s personal orientation slideshow. Explain that each slide has a voice clip that
they need to listen to. Encourage them to use their headphones.
• After they are finished with the Operator’s orientation, log onto etrain and present them
with Chick-fil-A Corporate’s training videos.
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o They need to watch all the Orientation videos, as well as all the Safety and
Security videos. Warn them that these videos will take them a couple of hours.
o Tell them that you will check in on them from time to time, but you will be
around the restaurant if you need them.
• While the employee is watching videos, put them into HR/Payroll, complete their I9 on
Talent Reef, retrieve their clock-in number, and write down their training schedule for the
upcoming week.
o First, put the employee into HR/Payroll:
Adding a new hire to HR/Payroll:
Step 1: Go to CFA home page
Step 2: Under Reports & Tools
Step 3: Under “Tools” click, “HR/Payroll”
Step 4: There will be a list of three bullet points: Employee, Unit, Frequently Asked Questions…
click “Employee”
Step 5: Click “Add Employee”
Step 6: Enter their SS number and Last name, then click search (Make sure to add dashes when
putting in their SS number!)
Step 7: A message will come up on the left-hand side of the page that reads, “If you did not find
a match, then click here” à click “Here”
Step 8: Fill out all the required information that is highlighted in blue.
NOTE: ** Cell phone numbers, as well as email addresses, and hourly rates are not highlighted
in blue, but still need to be filled out. **
Step 9: After you fill out the first page, it will ask you to “click here” to fill out a taxation city
requirement… click on that link and use the drop-down box to select their school district. Then
click submit
You should be directed to a screen that reads: “SUCCESS! Update of the tax records for the
work location successful.”
After this is done… your next step is to get the new hire’s clock-in number!
o Secondly, retrieve their clock-in number:
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Attaining a new hire’s clock-in number:
Step 1: Completely sign out of the cfahome website after putting them into HR/Payroll, and log
back in.
Step 2: Under reports and tools, click “Team Member Use Admin”
Step 3: There will be a gray side panel on the left-hand side, here you will need to click
“Manage POS Details”
Step 4: The names of employees with be arranged in alphabetical order by FIRST name, find
your newest hire and click their name. (Sometimes it takes the website a little bit to load, if their
name does not show up immediately, it’s okay, just log out and log back in!)
Step 5: Their clock-in number should show up on the next page. Write it down on a sticky note
and give it to the employee.
** Make sure to clock the employee in immediately, and then go into Time Punch (or ask the
Director of Operations to go into Time Punch) and change their hours to the accurate time that
they arrived on their first day **
o Thirdly, complete their I-9 on Talent Reef:
Completing the Employee’s I-9:
Step 1: In Talent Reef, go to the “Jump To” tab, scroll down to “Hire” and click, “Onboarding”
Step 2: If they have already completed their W-4, you should be able to go in to complete the new
hire’s I-9
Step 3: If their W-4 is completed, click on the employee’s name, and on the right hand side,
under “Edit Employee Details,” click “I-9”
Step 4: You ignore the first page, scroll down and click “Next”
Step 5: Fill out their last name, then first name, then click on “List B and “List C”
Step 6: Under “List B,” you will be required to select the first form of identification. Select
“Drivers’ License” (If they do not have a drivers’ license, use another form of ID listed in the
drop box… this may take some trial and error)
Step 7: Next, Under “List C,” select “Social Security Number,” and fill out the necessary boxes.
Step 8: Scroll down, fill out the employee’s first day of employment, and then fill out YOUR
NAME (first and last) in the necessary box.
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Step 9: Lastly, enter “Agree” to digitally sign. Then press, “Finish” and your I-9 is complete!
o Finally, collaborate with the Director of Operations and/or Training Director
regarding the new hire’s training schedule:
Creating the Employee’s Training Schedule
Step 1: Look at the schedule that has already been printed for the week.
Step 2: Choose a member of the training team to pair them up with. This training team needs to
be in the same position (either front of house or back of house) as the new hire
Step 3: On a sheet of paper, write down the new hire’s schedule and tell them which member of
the training team they will be working with.
Step 4: Email the training team member in which you have chosen to train the new hire, and
inform them of the new hire’s name and hours that they will be working with them this week.
Make sure to cc the Director of Operations to this email
** The first week is the only week in which you, as the HR Director, needs to create the schedule,
after that, the Director of Operations will put them on the jolt schedule which they will receive
through the app. Having them not on the actual schedule for the first week helps us to be more
flexible with their hours and helps the team to not expect them to be in position yet. **
Write-Ups
When a violation of any employee handbook policy occurs, the HR Director oversees writing up
the employee. Using the disciplinary action form, fill out the form as necessary and report back
to the Operator as to how to proceed.
Employee Retention
As the HR Director, it is important to pay attention to employee retention techniques. Employee
retention includes, but is not limited to planning and executing:
• Summer Staff Appreciation Events
• The Christmas Party
• Acknowledging employee birthdays, anniversaries, graduations, and other special life
events
