Hype Events — Operations Handover

WORKSPACEReady to process applicants?

Why this matters

LinkedIn applicants need a clear path to the call list.

Processing the HITS moves people who applied through LinkedIn into the Applicant Stream call list. Recruiters then use that call list to contact candidates and book interviews.

Applicant Stream is our recruiting platform for applicant records, calls, interviews, and the rest of the candidate workflow.

LinkedIn Apply→Process HITS→Call List→Interview

Choose a method

Two ways to process HITS

A

One App at a Time

Use this route to review and process every candidate individually.

01
Open the processing screen
In Applicant Stream, open Applicants, then select One App at a time under “Process Emails.”

Applicants → One App at a time
02
Check the candidate details
Review the application and confirm the candidate’s first and last name are correct. Correct obvious parsing errors before saving.

Verify the name, then select Save Applicant
03
Save—or remove with a reason
Select Save Applicant. The system checks for problems such as duplicate records. If it flags an issue, check Remove Applicant, choose the matching reason, and complete the removal.

Choose the reason that matches the system warning

Our most important responsibility

Make every guest feel comfortable from the moment they arrive.

Welcome each person with a smile, genuine energy, a good ice breaker, and the SEE Principle. Your first interaction sets the tone for their entire Hype Events experience.

01 Smile 02 Be warm 03 Break the ice 04 Use SEE

FIRST ACTION

Greet them, then check in their interview.

Open Applicant Stream ↗

Understanding the calendar

Know who is arriving today.

Open Calendar in Applicant Stream. It shows today’s date by default; use the date controls when you need to review a previous or different day.

Today’s Starters

Candidates who passed their interviews and are arriving for orientation on their first official day.

Training Interviews

Third-round candidates. These interviews are normally remote, so front-desk action is usually not required.

Second Interviews

These are in-person interviews. Follow the separate second-interview process.

First Interviews / Prelims

These are the guests covered in the detailed check-in process below.

Applicant Stream calendar showing Today’s Starters, Training Interviews, and Second Interviews — Calendar opens on today by default; the date can be changed.

First interview · Prelim

The complete guest flow

↓

2-PAGE PDFDownload Prelim Form

01
Greet and confirm the time
Welcome the candidate warmly. Ask for their name and scheduled interview time.
02
Check them in
Find the matching name under First Interviews and select Yes in the “Show Up” column.
03
Hand them the Prelim Form
Give them the two-page Prelim Form and let them know they may sit wherever they are comfortable while completing it.
04
Collect or print the resume
Ask for a copy of their resume. If they do not have one, locate their name in Applicant Stream, select the attachment icon, open the resume, and print it.
05
Set the waiting expectation
Let them know they can relax and wait—the hiring manager will call their name when ready.
06
Prepare the interview package
Staple the completed Prelim Form and resume together. Write both the candidate’s current arrival time and scheduled booking time on the package.
07
Hand off to the hiring manager
Give the completed package to the hiring manager so they have everything needed for the interview.

Example showing the current time written on the left with now underneath and the scheduled interview time on the right — HOW TO WRITE THE TIMESCurrent time on the left; scheduled booking time on the right.Example: **1:24 now** — **1:00 booking**

Applicant Stream First Interviews table with Show Up controls — Find the candidate under First Interviews and check “Yes.”

Use the attachment icon to open and print the resume.

Second-round interview

Prepare the room, welcome the group, and equip the workshop.

Second-round interviews have two common formats. The interviews around 8:00 AM are generally on Zoom and require little front-desk support. Focus your preparation on the afternoon in-person group.

PLAN THE SEATING

Prepare for confirmed afternoon candidates.

Review the afternoon Second Interviews in Applicant Stream. Count confirmed candidates, exclude cancellations and no answers, then prepare enough stools with a small buffer. Keep comfortable space between every seat.

8 booked−2 cancelled−2 no answer=4 confirmed

For this example: prepare 4–6 stools.

Applicant Stream Second Interviews showing afternoon candidates with confirmed, cancelled, and no answer statuses — Use the afternoon statuses to estimate the in-person group.

Example interview workshop room with four chairs arranged apart and facing the presentation area — CHAIR SETUP REFERENCELeave comfortable space between each chair.
Arrange the seats neatly facing the Workshop area, with clear walking space around the group.

01

Welcome and congratulate

Greet them as you would a Prelim candidate: smile, use an ice breaker and CPR, then congratulate them on making it to the second round.

02

Give the Acknowledgement

Hand each person a Second-Round Acknowledgement Form. This form should only take a short time to complete.

03

Exchange for the Lobby Form

When they return the completed Acknowledgement, keep it with you and give them the Office Lobby Questionnaire. Explain that they should keep the Lobby Form throughout the workshop for questions and notes; collect it only at the end.

04

Seat the candidates

Lead them to the stools prepared in advance and help the group settle in before the workshop starts.

Candidate form exchange

Two forms, two different owners.

KEEP WITH YOU Completed Acknowledgement Form

The candidate returns this form during the exchange. Keep it for the later star assignment and Applicant Stream update.

Download Acknowledgement ↓

CANDIDATE KEEPS UNTIL THE END Office Lobby Questionnaire

The candidate uses this throughout the workshop for questions and notes. Collect it only when the workshop is finished.

Download Lobby Form ↓

Before the workshop begins

Build the Hiring Manager’s clipboard.

Only the game, seating plans, and Post-Observation Forms go onto the Hiring Manager’s clipboard.

PDF · 2 PAGESWho Lives, Who Dies GamePrint 3 copies · single-sidedDownload ↓ XLSXOffice Seating PlansPrint for the expected headcountDownload ↓ PDF · 2 PAGESPost-Observation FormOne copy per candidateDownload ↓

!

Game printing rule: Print three copies without double-sided printing. Keep all three Page 1 sheets together and all three Page 2 sheets together as two separate stacks.

After the form exchange

Assign stars and update the PNS.

At this point, you should only have the completed Acknowledgement Forms. Randomly alternate the forms: mark the first with one star, the second with two stars, and continue that pattern.

★1-Star candidate

Update to one star in Applicant Stream, then record on JB’s PNS.

★★2-Star candidate

Update to two stars in Applicant Stream, then record on Maha’s PNS.

Applicant Stream Edit Applicant Details screen with one-star rating selected — Select the candidate’s name, update the star rating, and save the changes.

Applicant Stream candidate list showing alternating one-star and two-star ratings — The Applicant Stream rating should match the star marked on the Acknowledgement Form.

Start every Monday

Confirm this week’s T1 employees with JB and Maha.

Ask whether anyone is starting T1 this week and confirm which Campaign each person belongs to before opening ARC.

CTFSCanadian Tire

Select “Canadian Tire” in ARC.

STCGivebridge

Select “Givebridge” in ARC.

What T1–T4 mean

Training progress by day

Each level represents the employee’s training day. The training content and requirements change each day.

T1Day 1

Begin the coding process as soon as first-day training starts.

T2Day 2

Second day of employee training.

T3Day 3

Third day of employee training.

T4Day 4

Fourth day of employee training.

!

Handle employee information privately.

The employee folder and Shadow page may contain a SIN, birth date, address, and other sensitive details. Only use them for authorized ARC coding, and do not leave the documents or photos visible.

01

Find the employee folder

Locate the folder for the confirmed T1 employee. Use the information-heavy Shadow page as the source for the ARC profile.

The Shadow page contains the details needed for ARC.

02

Create a New Agent in ARC

Open ARC, go to Agent Management, and select New Agent. Choose Canadian Tire for CTFS or Givebridge for STC, then enter the employee information and save.

Open ARC Agent Management ↗

ARC Agent Management navigation with New Agent and In-Process Agents options — Agent Management → New Agent

ARC New Agent form showing office, campaign, and agent information fields — Select the correct Campaign and complete the agent profile.

03

Open the In-Process agent

After saving, return to In-Process Agents and open the newly created employee. This is where the required onboarding documents are uploaded.

ARC In-Process Agents page and navigation — Find the new profile under In-Process Agents.

04

Upload the two T1 proofs

Take a clear photo of each completed page and upload it to the exact matching field.

A

SHADOW PAGEEmployee information page

Blank Shadow employee information page with office, campaign, contact, SIN, training, signature, and date fields — Photograph this completed page.

ARC field labeled FicheDeFormationSHADOWFile — Upload to this exact ARC field.

Make sure the employee’s Shadow page is complete.
Take one clear, full-page photo with all edges and writing visible.
Upload the photo under FicheDeFormationSHADOWFile.

B

PRIVACY TRAININGTraining completion page

Data Security and Integrity Training completion page with agent name, completion date, and signature lines — Photograph this completed and signed page.

ARC field labeled Data Privacy and Integrity Training Proof — Upload to this exact ARC field.

Confirm the agent name, training date, and signature are filled in.
Take one clear photo of the entire completed page.
Upload it under Data Privacy and Integrity Training Proof.

05

Notify the WhatsApp group

Once the ARC profile and both T1 uploads are complete, notify the group that ARC has been created and that the Hiring Manager still needs to upload the employee’s ID and other identity documents.

WHATSAPP UPDATE

ARC has been created for [Employee Name] under [CTFS / STC]. Shadow and Privacy Training documents are uploaded. Hiring Manager: please upload the required ID and identity documents.

Training Day 2

Launch the checks, collect the results, and complete ARC.

T2 onboarding coordinates Triton, DigiDocs, the candidate’s email tasks, and the remaining ARC uploads.

1 · Triton request→2 · DigiDocs→3 · Candidate completes→4 · ARC uploads→5 · Submit

PRIVATE

Background checks, credit reports, photos, and identity documents are confidential. Only upload them to the employee’s correct ARC profile and authorized systems.

PHASE 01

Create the Triton request

Open Triton ↗

Sign in to Triton and open Online Forms.
Create a new request and enter the employee’s information.
Select the correct package: Canadian Tire for CTFS or Givebridge for STC.
Select the required criminal and credit checks, use the paperless method, and submit.

Triton Online Forms page for creating a candidate request — Online Forms → enter the employee information.

Triton package selection showing Canadian Tire, Givebridge, criminal record check, and credit check — Choose the correct Campaign package and required services.

PHASE 02

Generate the DigiDocs email

Sign in to Applicant Stream using James’s authorized account.
Select the nine-dot app menu in the upper-right corner, then open Digital Docs / Ownerville V2.
Open Digital Docs → Generate Document.
Select the employee and the correct Campaign bundle, then load the documents.
Scroll through the required fields, complete the information, and submit.

Applicant Stream app grid showing Digital Docs and Ownerville V2 — Nine-dot menu → Digital Docs / Ownerville V2

Ownerville V2 navigation with Digital Docs and Generate Document — Digital Docs → Generate Document

Generate Document screen with employee and campaign bundle selectors — Select the employee and correct bundle.

DigiDocs employment agreement fields ready to complete — Complete all required document fields and submit.

After both requests are sent

Tell the candidate what to complete.

EMAIL 1Complete the Triton credit/background-check requestEMAIL 2Complete the DigiDocs documentsPHOTOSend a clear upper-body photo

WHATSAPP UPDATE

Please complete both emails sent to you today—the Triton check and DigiDocs documents. Please also send a clear upper-body photo once finished.

PHASE 03

Download the results and upload to ARC

Once the checks are complete, open View Requests in Triton.
Find the employee, open the request, and download the available Results.pdf files.
Open the employee’s ARC profile and upload each file to its exact matching field.
Upload the candidate’s upper-body photo under Agent Picture.

Triton View Requests page showing completed requests — View Requests → find the completed employee request.

Triton request page with Results PDF download — Download the completed Results PDF.

Criminal Background Check Result

Upload the criminal-record result from Triton.

Credit Check Report

Upload the credit-check report from Triton.

Agent Picture

Upload the clear upper-body photo supplied by the employee.

CTFS ONLY

Complete the additional Compliance document.

Canadian Tire employees require an extra signed document. Download the Credico Certificate of Compliance, have the Manager sign it, and upload the completed file to the matching ARC field.

Download Compliance PDF ↓

ARC field labeled Certificate of Compliance Employment Verification - CTB — Upload the Manager-signed document to this exact field.

COMING NEXT

CTFS online test

The additional Canadian Tire online test will be covered in its own separate section.

Final check

Notify the group, then Submit.

Triton checks completed and uploaded
DigiDocs completed
Agent picture uploaded
CTFS Compliance uploaded when applicable
Group notified that the file is ready

Weekly target

Complete three audit records every week.

Keep reminding JB in the WhatsApp group throughout the week. JB will send the store-visit photos and every location; use that information to complete one ISO Store Visit form for each audit.

CREDICO FORMSTACKOpen ISO Store Visit Form↗

01

REMIND

Ask JB in the group

Confirm that three audit visits are needed this week and follow up until the photos and locations are received.

02

COLLECT

Match each visit

Keep each agent photo together with its store number and location so information is not mixed between submissions.

03

SUBMIT

Complete three forms

Open Formstack and submit a separate, accurate ISO Store Visit record for every visit.

Form walkthrough

Enter the visit information in this order.

01

Region & Date

Select Ontario and enter the date of the store visit shown in JB’s information.

Credico ISO Store Visits form with Ontario selected in the Region field — Region → Ontario, then enter the visit date.

02

Store Number & Store Name

Enter the known Canadian Tire store number. Match JB’s location with the existing Canadian Tire store reference to enter the correct store name and address.

ISO Store Visits form fields for Store and Store Name — Double-check that the store number and location belong together.

03

FMR Name & FMR ID

The FMR Name is the agent visible in the audit photo. Find that agent in ARC and copy the agent number into FMR ID.

Open ARC Agent Management ↗

ISO Store Visits form fields for FMR Name and FMR ID — Use the photographed agent’s name and their ARC agent number.

04

Feedback & Comments

Write concise, positive feedback that matches what is visible or reported for the visit. Keep the tone specific and professional.

ISO Store Visits form fields for Feedback and Comments — Describe pitch, quality control, and professionalism accurately.

CTFS quick reference

Canadian Tire Store Directory

Use the store number or JB’s location to find the matching Store Name for the audit form.

Search the list

Store #	Location / Store Name
19	700 Lawrence Street West
30	1901 Eglinton Avenue East
126	6310 Yonge Street Centrepoint Mall
150	839 Yonge Street Bloor Station
175	3553 Lawrence Avenue East
192	1019 Sheppard Avenue East Sheppard-Yonge Station
214	2360 Eglinton Avenue West
273	2681 Danforth Avenue Main Street
264	4630 Sheppard Avenue East
399	7650 Markham Road
459	825 Eglinton Avenue
600	65 Dundas Street West Eaton Centre
654	1025 Lakeshore Boulevard East
87	250 Silver Linden Drive
160	250 Kingston Road East
164	2900 Major Mackenzie Drive East
209	2850 Kingston Road East
324	1735 Pickering Parkway
621	5 Joe Shuster Way Liberty Village
653	3200 Rutherford Road
697	11720 Yonge Street
321	8081 Dufferin Street
33	240 Garrison Road
128	287 West Side Street
187	155 Consumers Drive Whitby
460	4100 Garden Street at Taunton Road East
336	1333 Wilson Road North
75	441 Gibb Street

Ready-to-use wording

Positive feedback examples

Use only the lines that accurately reflect the visit, and adjust the details when needed.

FEEDBACK

“The FMR delivered a clear and confident pitch, followed the required quality-control steps, and maintained a professional and approachable presence throughout the visit.”

FEEDBACK

“The FMR engaged customers respectfully, communicated the offer clearly, and represented the campaign with strong product knowledge and professionalism.”

COMMENTS

“Overall, the store visit was completed to a strong standard. The FMR was well prepared, organized, and receptive to feedback.”

Before submitting

One visit, one complete record.

Correct date and Ontario region
Store number matches the location
FMR name matches the photo
FMR ID verified in ARC
Feedback reflects the actual visit

The front deskplaybook.

Everything you need,in the order you need it.

LinkedIn applicants need a clear path to the call list.

Two ways to process HITS

One App at a Time

Open the processing screen

Check the candidate details

Save—or remove with a reason

Resume Scooper

Open Resume Scooper

Go directly to Manual Processing

Make the interview space feel ready.

Clean every whiteboard

Arrange the stools

Remove visible garbage