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Overview
Overview
As Orchestra continues to grow, creating a consistent, thoughtful onboarding experience is key to setting every new hire up for success. From first touchpoints to the first week and beyond, onboarding is about more than logistics. It’s about helping new hires feel connected to our teams, aligned on how we work, and equipped to contribute meaningfully from day one.
This page is designed to support managers in delivering that experience—providing the tools, guidance, and clarity needed to welcome new team members with confidence.
Table of Contents
Table of Contents
IT Details
IT Details
Setting up your new hire for success starts with ensuring they have the right tools and access from day one.
IT Manager Form
IT Manager Form
To get started, managers must complete the Manager New Hire Google Form at least one week prior to the new hire’s start date. This form provides IT with the necessary information to set up email accounts, Google Groups, applications, and any additional access requirements.
Laptops
Laptops
To ensure a smooth first-day experience, laptops are provisioned and shipped in advance of each new hire’s start date.
Remote employees: Tech Support will send tracking information prior to the start date. Laptops are shipped directly to the employee’s home, along with login instructions, including email access and device credentials.
Office-based employees: Laptops are shipped several days in advance to the designated office location. Employees will receive their device onsite and complete setup on their first day.
If a new hire will not be in the office on their first day, managers must notify IT in advance to arrange shipment to the employee’s home. When possible, new hires are strongly encouraged to report to the office on their first day to support a more connected onboarding experience.
Please note that delivery timing may be impacted by factors such as inclement weather, expedited hiring timelines, or delays in receiving a confirmed shipping address.
Email Address
Email Address
All new hires will receive two email addresses, typically created within 10 days of the start date.
OpCo-specific email address currently serves as the primary email address
Each new hire will also receive an “orchestraco.com” email address, used for system login and more
Slack Channels
Slack Channels
On Day 1, new hires will receive an email with instructions to activate their Slack account; they will not be active in Slack prior to their first day.
Once activated, new hires will be automatically added to the following channels:
#standing-ovation
#orchestra-connections
#orchestra-all-staff
#Conductor-Notes
#ai-at-Orchestra
Managers should add new hires to relevant team and client channels.
Tools & Systems Access
Tools & Systems Access
ChatGPT: All new hires will receive an Enterprise ChatGPT account through their Orchestra email.
Replicon: billable staff will receive an email invite to Replicon with 48 hours of their start date
Other systems: new hires will be added to the following platforms, as needed:
Paylocity
Lattice
Emburse
Greenhouse
Robin (for NY and DC-based hires)
Hubspot (for staff with business development responsibilities)
New hires should use the “Sign in with Google” option whenever possible to access Google Workspace tools (Drive, Docs, Sheets, Slides), using their @orchestraco.com email as the default login.
We do not currently offer live system trainings for new hires, as we’ve found that hands-on learning within the platform is more effective. Instead, new hires are provided with asynchronous training resources for each system through the intranet. Managers are encouraged to support follow-up learning by directing team members to the appropriate system administrators or helping answer questions as they arise during onboarding.
Orientations
Orientations
New hires receive a series of onboarding orientations designed to help them get to know how Orchestra works and what to expect. Managers can reference the new hire’s calendar for exact timing.
New Hire Orientation
New Hire Orientation
All staff (no matter location) will participate in an Orchestra New Hire Orientation, typically held on Mondays at 2:00 PM ET. This orientation, led by the Culture Team, provides a high-level overview of Orchestra (our work, how we’re structured, and our values), along with practical information to help new hires get settled, including key systems, policies, and initial to-dos.
If the new hire is starting on a day other than Monday, they will join the New Hire Orientation the following week.
Calendar invitations are sent directly to the new hire, and they are reminded on the day of their orientation, along with conference room location (if NY).
HR Orientations
HR Orientations
HR will coordinate the following during the new hire’s first week:
A 1:1 meeting to finalize employment paperwork and I9s
A 1:1 benefits orientation (if eligible)
Systems Orientation
Systems Orientation
Most system training (Replicon, Hubspot) are currently asycronous via recorded videos on the intranet. We recommend managers work with new hires in their first few weeks as they start to use systems.
Office-Specific Information
Office-Specific Information
In-office new hires—and their managers—should plan to work in person on the new hire’s first day, even if it is not their team’s usual in-office day. This is critical to creating a welcoming and supportive first-day experience.
If a manager is on PTO (or works in another office than their direct report):
They should assign a proxy from their team to support the new hire throughout the day
The manager remains responsible for confirming the proxy with both the employee and the Culture team
Below are location-specific details to help managers prepare for a new hire’s first day. Click the drop-down for more.
New York (195 Broadway)
New York (195 Broadway)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
New hires should plan to bring their government ID on their first day. They will check in at the security desk in the lobby with their ID, and then proceed to the 26th floor. The First Impression Associate will notify the manager via Slack once the new hire arrives.
🪪 Security Badge
The First Impression Associate will create the security badge on the new hire’s first day when they arrive at the front desk on the 26th floor.
💻 Laptop
NY-based new hires will receive their laptop in the office on Day 1. If the new hire will not be in the office, the manager must notify IT ASAP to arrange shipment.
Managers should bring the new hire to the IT Desk between 10:00 – 11:00 AM for setup and IT orientation.
🏢 Office Tour
The First Impression Associate will provide a tour of the office, including common areas, team seating, restrooms, and other key spaces.
🪑 Desk
A Robin account will be created for the new hire ahead of their first day. However, managers should contact Donni to reserve a desk in Robin for the new hire’s first week. After that, managers should walk the new hire through the desk reservation process so they can book desks independently going forward.
🚗 Parking
If the new hire is driving into the city, they can park in designated street parking areas or in a parking deck. Orchestra does not cover or subsidize parking, but there are options to receive pre-tax funds via Commuter Benefits for parking garage fees.
🍽 Lunch
NY-based new hires will be added to a New Hire Lunch with Jonathan Rosen, typically scheduled sometime during their first month.
📅 NY New Hire First Day Schedule
9:30 AM - 10:00 AM - NY New Hire Arrival
10:00 AM -11:00 AM - IT Set Up & Orientation
11:30 AM - 12:00 PM: Office Tour with Donni
2:00 PM - 2:45 PM: Orchestra New Hire Orientation
DC (750 17th St NW, Suite 700 & 750)
DC (750 17th St NW, Suite 700 & 750)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
New hires will check in at the security desk upon arrival and will then be directed to the 7th floor, where the Office Manager will meet them and escort them into the office.
🪪 Security Badge
The Office Manager will create the security badge ahead of the new hire’s first day and leave it on their desk.
💻 Laptop
Laptops will be delivered to the DC office prior to the new hire’s start date. If the new hire will not be in the office on their first day, the manager must notify IT as soon as possible to arrange shipment
🛠 Support
The Office Manager will assist the new hire with logging into their laptop and email. For more complex issues, the new hire should reach out to techsupport@orchestraco.com.
🏢 Office Tour
The Office Manager will provide a tour of the office, including the workspace, shared tenant areas, and key locations.
🪑 Desk
A Robin account will be created for the new hire, and a desk will be reserved for their first week. However, managers should contact Jenni to reserve a desk in Robin for the new hire’s first week. After that, managers should walk the new hire through the desk reservation process so they can book desks independently going forward.
🚗 Parking
Parking is available 24/7 but is limited to staff who pay monthly for a reserved space. New hires interested in parking should contact the DC Office Manager in advance, as setup can take up to five days. Additional information is available HERE.
🍽 Lunch
DC-based new hires will be added to a New Hire Lunch with senior Orchestra staff, typically scheduled in the following quarter of their hire date. For example, if a new hire starts in February, they will be scheduled for a lunch in April.
Boston (1075 Main Street, Waltham MA)
Boston (1075 Main Street, Waltham MA)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
The building is informed in advance of new hires, and the HR Manager will create a badge ahead of the first day.
💻 Laptop
Laptops will be delivered to the Boston office prior to the new hire’s start date. If the new hire will not be in the office on their first day, the manager must notify IT as soon as possible to arrange shipment
🏢 Office Tour & Setup
The Office Manager will take the new hire to their desk, help them set up their laptop, and show them around the office suite and shared tenant spaces in the building.
🪑 Desk
Employees do not have assigned desks and there is open seating. New hires can choose a workspace that best fits their needs each day.
🍽 Lunch
A welcome lunch will be scheduled during the new hire’s first day or week. The Office Manager will add a calendar invite in advance.
🚗 Parking
The Waltham office has free parking for employees.
To park, the new hire should turn into the driveway across from Eddy Street and enter the parking garage. They may park on any level.
Once parked, they should go to the East (1E, 2E, 3E, 4E) side of the garage, enter through the colored doors, and proceed to the first floor.
From there, they can follow the hallway and stairs to the office.
San Francisco (110 Sutter St, Fl 9)
San Francisco (110 Sutter St, Fl 9)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
There is no formal check-in process. The Office Manager will coordinate access in advance or meet the new hire upon arrival if needed.
🪪 Security Badge
Key fobs are available but not required for office access. The Office Manager can provide one if requested.
💻 Laptop
Laptops will be delivered to the SF office prior to the new hire’s start date. If the new hire will not be in the office on their first day, the manager must notify IT as soon as possible to arrange shipment
🏢 Office Tour & Setup
The Office Manager will take the new hire to their desk, assist with laptop setup, and provide a tour of the office suite and shared spaces.
🪑 Desk
Employees do not have assigned desks and there is open seating. New hires can choose a workspace that works best for them.
🍽 Lunch
A welcome lunch will be scheduled during the new hire’s first day or week. The Office Manager will add a calendar invite in advance.
🚗 Parking
Employees are responsible for paying for their own parking.
Nearby garages include:
Post Montgomery Center Garage
The White House Garage
SFMTA – Sutter Stockton Garage.
Los Angeles (3268 Casitas Ave)
Los Angeles (3268 Casitas Ave)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
The Office Manager will provide access to the office and issue a key during the new hire’s first week.
💻 Laptop
Laptops will be shipped to the new hire’s home address and will arrive by the Friday before the start date.
🏢 Office Tour & Setup
The Office Manager will take the new hire to their desk, assist with setup, and provide a tour of the office.
🪑 Desk
Employees do not have assigned desks and there is open seating. New hires can choose a workspace that best fits their needs.
🚗 Parking
Street parking is available near the office on a first come, first served basis.
San Diego (4365 Executive Dr, Suite 520)
San Diego (4365 Executive Dr, Suite 520)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
No ID badge is required to enter the building or move around the office.
💻 Laptop
Laptops will be delivered to the San Diego office prior to the new hire’s start date. If the new hire will not be in the office on their first day, the manager must notify IT to arrange shipment
🏢 Office Tour & Setup
The Office Manager will take the new hire to their desk, assist with setup, and provide a tour of the office.
🪑 Desk
Employees do not have assigned desks and there is open seating. New hires can choose a workspace that works best for them.
🍽 Lunch
A welcome lunch will be scheduled during the new hire’s first day or week. The Office Manager will add a calendar invite in advance.
🚗 Parking
Employees are responsible for arranging and covering the cost of their own parking.
Seattle (712 North 34th Street, Suite 201)
Seattle (712 North 34th Street, Suite 201)
🕘 Arrival Time
New hires should plan to arrive between 9:30 am and 10:00 am. This timing allows managers to get settled beforehand and ensures a smooth start to the day.
🛂 Building Access
No ID badge is required to enter the building or move around the office.
💻 Laptop
Laptops will be delivered to the Seattle office prior to the new hire’s start date. If the new hire will not be in the office on their first day, the manager must notify IT to arrange shipment
🏢 Office Tour & Setup
The Office Manager will take the new hire to their desk, assist with setup, and provide a tour of the office.
🪑 Desk
Employees do not have assigned desks and there is open seating. New hires can choose a workspace that works best for them.
🍽 Lunch
A welcome lunch will be scheduled during the new hire’s first day or week. The Office Manager will add a calendar invite in advance.
🚗 Parking
Employees are responsible for arranging and covering the cost of their own parking.
Miami (218 NW 24th Street)
Miami (218 NW 24th Street)
We currently utilize a co-working space in Miami. New hires that will be working out of the Miami office will be onboarded like a remote employee; we shall make arrangements to get the new hire access to the co-working space.
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