How to Raise a Hiring Request

🎯 Objective:

To ensure that all hiring needs at Cashkr are formally requested, justified, and approved before initiating the recruitment process.

👥 Roles & Responsibilities:

Role	Responsibility
Department Head / Team Lead	Initiates the hiring request with justification and details
HR Manager / Talent Acquisition Lead	Reviews request, checks budget alignment, and initiates recruitment
CEO / Senior Leadership	Approves final hiring decision (for strategic or new roles)

📂 Category: Human Resources

📁 Subcategory: Recruitment Operations

📝 SOP Title: How to Raise a Hiring Request

🎯 Objective:

To ensure all hiring needs are formally requested, reviewed, and approved with clarity, budget alignment, and role justification before recruitment begins.

👥 Roles & Responsibilities:

Role	Responsibility
Department Head / CEO	Initiates hiring request via Slack or Email
HR Manager	Reviews request, confirms budget and need, and prepares JD
CEO	Approves if the request is for new or out-of-budget roles

🛠️ Tools Required:

Slack or Email (for request submission)
Google Sheets (for hiring tracker)

📅 Step-by-Step Process:

✅ Step 1: Identify the Hiring Need

Before raising a request, the Department Head or CEO should determine:

Role Title (e.g. “Customer Support Executive”)
Reason – Backfill or New Role
Expected Timeline – e.g. "Need by 1st Aug"
Contract Type – Full-time, Intern, Consultant
Budget Availability – Approved or New Budget Required

✅ Step 2: Submit the Request to HR

Use Slack or Email with the following format:

Subject: Hiring Request – [Role Name]
Message:
• Role: [Job Title]
• Reason: [Backfill/New Role]
• Department: [e.g. Marketing]
• Timeline: [e.g. Urgent – 30 days]
• Budget Status: [Approved / Needs Approval]
• Reporting Manager: [Name]

✅ Step 3: HR Review

HR will:

Confirm if the role already exists or is net new
Check for overlap with other ongoing hiring
Validate timeline and urgency
Check if the role is within the approved hiring budget

🔁 If out of budget or a new function: Escalate to CEO for final approval

✅ Step 4: HR Updates the Hiring Tracker

HR logs the request in the Hiring Tracker Sheet with the following columns:

Column	Description
Role	Requested Position
Department	Team/Function
Requested By	Department Head or CEO
Reason	Backfill / New Role
Budget Status	Approved / Pending
Request Date	Date of submission
Status	Requested / Approved / In Progress / Closed

✅ Step 5: JD Preparation by HR

After approval:

HR will draft the Job Description (JD)
Define key responsibilities, skills, qualifications
Share final JD with requester for validation if needed
Add to hiring channels (job boards, internal, etc.)

✅ Notes:

Emergency roles can be raised over Slack and followed by a written summary
Avoid requesting hiring without clarity on reporting line or urgency
Use separate rows in the tracker for backfills to monitor churn