Conversation centers on a background check for a candidate. Initial confusion: “No. Back was supposed to.” and “Where do I find that?”
Participant claims to have the background check document: “Yep. I have it.” and suggests it might be in the onboarding packet after asking the candidate to complete it.
Discussion about the vendor: “I don’t think we used Checker. I think we used something different because I definitely had to do one.” Indicates uncertainty about which service was used.
Odd term heard: “What does it mean by mushroom?” likely a misheard or unclear term; needs clarification.
Status update: “No. It didn’t pop up yet.” indicating the background check result hadn’t appeared yet.
Miscellaneous note: reference to Ripley being included or not in some process; indicates some ambiguity about who’s in which check.
Questions raised: “Do you get an email once they’ve submitted their background check?” to confirm notification workflow.
Action/uncertainties: verify which vendor was used, confirm whether the background check has been completed and surfaced, and locate the related items in the onboarding packet.
PTO, travel plans, and availability
PTO approval status: Zach has not approved the PTO yet; tension around timing.
PTO dates: Sept\ 29 through Oct\ 3; plus the eighteenth (the 18th) for grandma’s funeral.
Travel planning: discussion of going to Nice; originally planned to Japan, but flights filled; travel uses benefits; seat availability is a factor; ultimately the traveler plans to be available if needed, even while not working full-time.
Availability: “I won’t be working eight hours, but if you guys need me to do something, I’m available.”
Interpersonal note: Zach’s playful jab: “you’re supposed to be Michelle’s problem,” indicating colleague banter around PTO approvals.
Next steps: follow up with Jay on PTO approval and clarify travel plans and coverage.
Background check submission notifications
Question raised: “Do you get an email once they’ve submitted their background check?”
Implication: need for a notification workflow so responsible parties know when checks are submitted.
Hiring and recruiting: job postings, JDs, and platforms
Core need: Jay requires posting 6 JDs on LinkedIn.
JDs provided: two Account Executive (sales) roles for LA and Chicago, and four contract sales reps in Detroit, Columbus, Cleveland, Cincinnati.
Platform strategy discussion:
Whether to post on Indeed in addition to LinkedIn; one concern is how postings propagate to other systems (Lever) after posting.
Access considerations: LinkedIn Recruiter access currently with one person; question about whether Ferris gave Jay access; plan to determine access and share responsibilities.
Lever: concern that Jay may not have Lever access; if so, postings might require someone else to manage Lever integration.
Sharing JD content: decision about whether to share JDs directly with Jay or present them during a screen share (the speaker offered to share screen or the JDs).
Workflow details under consideration:
Copy/paste of the intro paragraph: whether to reuse the initial intro text or tailor it.
Job fields/settings to confirm: field-based location, “mid senior level” level, “Education” (e.g., HR), and other header details.
The draft (Davis draft) and Ferris’ schedule influence approvals; need clarity on what has been approved and by whom.
Whether to post on Indeed in addition to LinkedIn; if Indeed is used, postings may auto-flow to Lever; need to confirm access and process.
Security/credentials: password management for posting systems discussed (see Dashlane note below).
Practical steps being attempted:
Observe the LinkedIn Recruiter interface live to verify JD fields and validate content.
Confirm which JD fields to populate (e.g., “field-based,” “mid senior level,” “Education: HR”).
Decide posting destinations (LinkedIn only vs. LinkedIn + Indeed) and who will handle Lever postings if Jay lacks access.
Await Jay’s response to proceed; plan to save the draft and finalize later.
Password and access note:
A password was saved in Dashlane; user worried about access or retrieval; plan to double-check and ensure secure handling.
Additional context:
The number and locations of roles suggest a broad recruiting push across multiple cities, which may require consistent messaging and cross-platform posting.
There is ongoing uncertainty about which admin/tools access is granted to Jay and whether content should be shared via presentation or direct handoff.
Systems, tools, and access management
LinkedIn Recruiter access: currently believed to be with the speaker; need to confirm whether Jay should have access and, if so, how to share.
Lever: question about whether posting to Indeed will route to Lever; need to confirm workflow and whether Jay has access to Lever.
Dashlane: password management reference; mention of saving passwords and concerns about retrieval and security.
JDs and slides: the team discussed sharing screens to show JDs; Circadia Health appears as the company in LinkedIn Recruiter; need to confirm branding alignment and job posting details.
Overall implication: ensure proper access control, secure credential handling, and clear multi-platform posting workflows to avoid miscommunication.
Scheduling, event planning, and program logistics (NP sessions and conference planning)
Cassandra’s draft: Cassandra sent a draft for the NP sessions; need to review who is responsible for which session and Ferris’ availability.
Fun facts: no fun facts yet; plan to ask participants to add fun facts for the program.
Program logistics: updated plan with timing constraints; leave by 05:30 so that the six-to-eight pm session runs on time; two-hour window provided for the event.
Arrival and schedule details:
Anna and Mary expected to arrive at 10:30; likely to reach the office by 11:30; Sarah lands at 11:00.
Lunch planning: attendees might buy their own lunch; decision to coordinate with Sarah on coverage.
Ferris scheduling: need clarity on when Ferris is available to speak; the plan is to potentially move to a “Lunch and Learn” format if Ferris can participate.
Activity planning and budget:
Consideration of hiking, dinner, and whether to spend more money to fill the agenda.
Reserve details: picnic area from 6 to 8 pm; option for a bonfire afterward if attendees want to stay later.
Role assignments and participation:
Who moderates the Lunch and Learn; potential replacement if Ferris is unavailable (e.g., Keith as a possible alternative).
Discussion of whether Kate (who might be traveling) or Sara Prescribe AI can contribute.
Networking and activities:
“Numbering” activity: participants choose numbers (1-10) and pair up with a second set of numbers for random matchmaking; uncertainty about final execution and who runs it.
Materials and swag:
Notebooks: decision to not provide notebooks; giving attendees one notebook instead.
Staffing and logistics: ensure restaurant and picnic area logistics align with arrival times and meal plans.
AEs and targets:
Statement: “140 on target,” which is interpreted as a quota or target metric; clarified as 140 on target with the understanding that this represents a target figure, with 50\% attainment implied for current progress.
Open questions:
Who will moderate the event if Ferris is unavailable?
Should we incorporate more activities or keep to the planned budget?
Are there any missing items (fun facts, material handouts) that must be added before finalizing the program?
Operational notes and miscellaneous items
Ohio workers’ compensation: concern about workers’ comp for Ohio employees; imminent cancellation letter drafted because there are no Ohio employees under Circadia Inc.; potential administrative steps required.
Travel and scheduling cross-checks:
Conflicts around time zones and travel windows when coordinating with multiple teams; ensure calendar availability aligns with event schedule.
Documentation and drafts:
“Davis draft” referenced in JD process; verify who prepared it and whether it has approvals from Ferris.
Recording and awareness:
A final note of self-awareness: “Oh shit. I’m still recording myself.” indicates unintentional recording; reminders to manage recording status in meetings.
Key numbers, formulas, and quantities (quick reference)
PTO window and days: Sept\ 29 through Oct\ 3 (5 days of PTO) and 18th for grandma’s funeral.
Platform decisions: posting on LinkedIn (2 roles + 4 roles) and discussion about posting on Indeed; potential flow to Lever.
Access and roles: unclear who has 2 executives’ access; need to confirm if Jay has Lever access; otherwise another person will manage postings.
Target metric: 140 on target with an implied 50\% attainment rate.
Scheduling times: event window from 18:00 (6 PM) to 20:00 (8 PM); cutoff to leave by 05:30$$ (assumed 5:30 PM) to meet the start time.
Event structure: two-hour session; potential Sunday schedule adjustments may exist (lunch, hike, dinner) depending on Ferris’ availability and budget.
Action items and questions to resolve
Confirm which background check vendor was used and where the documentation resides; clarify the meaning of the term “mushroom” if it appeared in notes.
Get formal confirmation from Zach on PTO approval; adjust coverage plans accordingly.
Finalize travel plans and coverage during absence; confirm the precise availability and response protocol while teleworking.
Clarify background check notification workflow: who receives alerts when submitted and by which system.
Finalize JD postings strategy:
Decide whether to post on LinkedIn only or in addition to Indeed.
Confirm whether Jay has Lever access; assign posting responsibilities accordingly.
Prepare final JDs content in the correct fields (location, level, education, intro paragraph).
Confirm whether to copy the intro from the original text or customize for each JD.
Ensure the JDs align with Ferris’ approvals and Davis’ draft.
Secure and share LinkedIn Recruiter access (and any other recruiting tools) with the appropriate stakeholders; ensure data security (password handling via Dashlane).
Confirm event logistics for NP session: who will present, Ferris’ availability, fun facts collection, and the final program layout (including lunch policy, notebooks, and signage).
Determine whether to proceed with a Lunch and Learn format or keep to a later talk; assign a moderator if needed (possible options: Ferris, Keith, Kate, etc.).
Resolve Ohio workers’ comp status and ensure compliance if any Ohio hires are anticipated; finalize termination or cancellation documents if applicable.
Prepare a final, consolidated draft of all postings and an action tracker to avoid duplications and miscommunications.
Verify recording status before upcoming meetings to prevent unintentional recordings.