Staff Onboarding Checklist
This checklist ensures new PPM team members are fully set up and productive from day one. Dan is responsible for provisioning access to all systems.
Systems involved: Buildium, Slack, JustCall, Google Drive, Intercom, n8n
Before First Day
Signed offer letter / contractor agreement on file
W-4 or W-9 collected (employee vs. contractor)
Direct deposit banking info collected
Day One — System Access
Dan provisions the following on or before the first day:
Buildium — create user account with appropriate role (Property Manager, Admin, or Read-Only). Go to Settings → Users → Add User.
Slack — invite to PPM workspace via email. Add to relevant channels: #maintenance-dispatch, #maintenance-approvals, #chat-ai-admin, #exec-decisions (for managers)
Google Drive — share PPM Master folder with appropriate permission level
Intercom — add as teammate in Intercom workspace. Set
ppm_role = staffon their contact record.JustCall — add to JustCall team with assigned number or shared line access
Orientation Reading
All new staff should read the following articles in this Help Center before starting active work:
How to Use Buildium for Property Management
Handling Tenant Problems and Legal Notices
Work Order Intake and Dispatch SOP (Maintenance Procedures section)
CCO Procedure Writing Standard (Operations section)
Compliance with Fair Housing Laws
PPM AI OS Overview
PPM operates an AI Operating System built on n8n, Claude, and Slack. Staff interact with AI agents primarily through Slack. Key channels:
#chat-ai-admin — Admin Agent for lease renewals, delinquency, inspections
#chat-ai-accounting — CFO Agent for financial questions and GL health
#maintenance-approvals — work order approvals (Approve/Reject buttons)
#exec-decisions — high-priority decisions requiring Dan's approval
When an AI agent posts a message with action buttons, read the context before clicking. Approve/Reject decisions are logged and trigger downstream actions.
Note on Offboarding
When a staff member leaves PPM, Dan immediately deactivates their Buildium account, removes Slack access, and revokes Google Drive permissions. Credentials are never shared — each team member has individual access.