Service Operations Kit · S.06

90-Day HR Architecture

The flagship engagement. Full HR infrastructure built end-to-end over 90 days — five systems, governance framework, executive dashboard, and a rollout plan that actually gets implemented. Three phases, two invoices, one outcome.

$4,500 total Deposit $2,250 on Day 0 Balance $2,250 on Day 45 3 phases · 90 days Async delivery

Two-invoice structure: Deposit of $2,250 is due before work begins. Balance of $2,250 is due on Day 45 — at the start of Phase 2. Work does not continue past Day 44 until the second invoice is paid. Both Stripe links are live — include both in the kickoff email.

The engagement structure

Three phases — one outcome

Each phase builds on the last. Phase 1 is the audit and foundation. Phase 2 is the build. Phase 3 is the governance layer and handoff. Don't skip steps — the sequence matters.

Phase 1

Audit + Foundation

Day 1–30

What gets built

Full HR systems audit — all 5 areas

Current state documentation map

Gap analysis and risk assessment

90-day build roadmap with priority sequence

Hiring intake system and offer letter templates

Onboarding framework (pre-boarding to Day 30)

Deliverables at Day 30

Loom: audit findings walkthrough (30–40 min)

Written gap analysis + risk register

90-day build roadmap PDF

Hiring intake form + scorecard

Onboarding checklist + manager guide

Offer letter templates (U.S. + Africa if applicable)

Phase 2

Build + Documentation

Day 31–60 · Invoice 2 due Day 45

What gets built

SOP library — all repeatable processes documented

Policy framework — handbook sections or standalone policies

Compliance documentation per jurisdiction

Performance review system

Offboarding process (voluntary + involuntary)

Benefits enrollment process + tracker

Deliverables at Day 60

Loom: Phase 2 walkthrough (30–40 min)

Complete SOP library (all documented processes)

Policy framework or handbook sections

Compliance notes per state/country

Performance review templates + guide

Offboarding checklist + separation templates

Phase 3

Governance + Handoff

Day 61–90

What gets built

HR governance framework — ownership matrix, review cadences

Executive HR dashboard (metrics, headcount, compliance)

90-day post-launch rollout plan

Manager training guide — how to use each system

Documentation index — searchable master reference

Transition-to-independence plan

Deliverables at Day 90

Loom: final delivery walkthrough (45–60 min)

HR governance framework document

Executive dashboard template

90-day rollout plan with sequenced actions

Manager training guide

Complete documentation index

Payment structure

Invoice 1 — Due before Day 1

$2,250

Deposit · Paid via Stripe before work begins

Work does not start until this is received. Stripe link: https://buy.stripe.com/9B6cN52nA2YN3EX6zK3Ru09

Invoice 2 — Due Day 45

$2,250

Balance · Paid at start of Phase 2

Send reminder on Day 40. Phase 2 work does not begin until this is received. Stripe link: https://buy.stripe.com/6oU3cvbYagPD2AT9LW3Ru0a

Week by week

90-day milestone map

This is the working timeline. Keep a copy open during the engagement and check milestones as they're hit.

Day 0

Deposit received · Kickoff email sent

Send kickoff within 2 hours of payment. Include discovery brief link. Clock starts on brief submission.

Day 1–3

Discovery brief submitted · Scope confirmed

Review brief thoroughly. Send Phase 1 scope confirmation within 24 hours. Confirm all systems, compliance scope, and delivery format.

Day 1–14

Full HR systems audit

Audit all 5 areas based on brief. Document current state. Identify gaps, risks, and quick wins. Build the 90-day roadmap.

Day 15–30

Phase 1 build — Hiring + Onboarding

Build hiring intake system, offer letter templates, onboarding framework, and manager guide.

Day 30

Phase 1 delivery · Loom + documents

Send Phase 1 delivery email. Audit findings Loom, gap analysis, roadmap, and first two systems delivered.

Day 40

Invoice 2 reminder sent

Send Day 45 payment reminder. Phase 2 cannot begin without payment. Be direct and matter-of-fact about this.

Day 45

Invoice 2 due · Phase 2 begins

Confirm payment received. Send Phase 2 kickoff note. Begin SOP library and policy framework build.

Day 45–60

Phase 2 build — Documentation + Compliance

SOP library, policy framework, compliance documentation, performance review system, offboarding process.

Day 60

Phase 2 delivery · Loom + documents

Send Phase 2 delivery email. Full SOP library, policies, compliance notes, and performance templates delivered.

Day 61–85

Phase 3 build — Governance + Handoff

Governance framework, executive dashboard, manager training guide, documentation index, rollout plan.

Day 90

Final delivery · Full handoff

Send Day 90 close email. Complete Loom walkthrough of everything built. Rollout plan, governance framework, and independence transition.

Step 1 · Day 0–3

Discovery brief

The most detailed brief in the entire service suite. This is a 90-day engagement — you need to understand their operation at depth before you start building anything. Take time reviewing the answers before confirming scope.

90-Day HR Architecture Discovery Brief — SoftHire Systems

Full name

Company name

Role / title

Email address

Team size + 12-month growth plan

Current headcount and realistic projection — this shapes how we build

All operating locations — current and planned

Every state and country where you employ or plan to employ in the next 12 months. International locations get full compliance treatment.

What HR tools, systems, and platforms are you currently using?

Everything — payroll, HRIS, ATS, performance, benefits, document storage, even spreadsheets

What HR documentation currently exists?

List everything — employee handbook, offer letters, policies, SOPs. Note if outdated or incomplete.

What is most broken in your HR operations right now?

The honest answer — the things that are creating risk, friction, or embarrassment. Rank them if you can.

What compliance issues, concerns, or near-misses have you had?

State-specific requirements, contractor classification, leave compliance, international hiring, I-9s, benefits

Who is involved in HR decisions at your company?

This shapes how the governance framework is built — who owns what after the engagement ends

What is happening in your business over the next 90 days?

Fundraise, rapid hiring, acquisition, international expansion, leadership changes — anything that affects the engagement

What does a successful 90 days look like to you?

Describe the state of your HR operations on Day 90 — what do you have, what runs without you, what has changed?

Anything else I should know before we start?

Day 0 · Deposit received

Kickoff email

To[CLIENT EMAIL]

Frominfo@softhireapp.com

SubjectYour 90-Day engagement is confirmed — here's how we begin

Hi [FIRST NAME],

Your 90-Day HR Architecture engagement is confirmed and your deposit is received. I'm glad you're here — this is the most comprehensive work I do.

Before I begin the audit, I need your discovery brief. This is the foundation for everything we build — take your time with it. The more depth you give me, the more precisely I can build.

Discovery brief: [BRIEF LINK]

Here's how the next 90 days are structured:

Phase 1 (Day 1–30): Full HR audit, gap analysis, 90-day roadmap, hiring infrastructure, onboarding system
Phase 2 (Day 31–60): SOP library, policy framework, compliance documentation, performance and offboarding systems
Phase 3 (Day 61–90): Governance framework, executive dashboard, manager training guide, rollout plan

One thing to note: the second invoice of $2,250 is due on Day 45, at the start of Phase 2. I'll send a reminder on Day 40. Phase 2 work begins when that payment is received.

Questions before we start? Reply here — I respond within 48 hours.

— Natacha
Founder, SoftHire Systems · natacha.softhireapp.com

Day 30 · Phase 1 complete

Phase 1 delivery email

To[CLIENT EMAIL]

Frominfo@softhireapp.com

SubjectPhase 1 delivered — audit + foundation complete

Hi [FIRST NAME],

Phase 1 is complete. Everything is below.

Phase 1 Loom (30–40 min): [LOOM LINK]
Deliverables folder: [GOOGLE DRIVE / NOTION LINK]

What's inside:

→ Audit findings + gap analysis — what I found across all 5 HR areas
→ Risk register — compliance and operational risks ranked by priority
→ 90-day build roadmap — the sequence for everything we're building
→ Hiring intake system — intake form, scorecard, offer letter templates
→ Onboarding framework — pre-boarding through Day 30, manager guide included

The Loom covers the most important audit findings first — I'd watch that before reviewing any documents. A few things worth flagging from Phase 1:

[2–3 SPECIFIC FINDINGS — e.g. "Your CA compliance exposure is higher than expected — I've flagged this in the risk register and it's addressed in Phase 2."]

Phase 2 begins on Day 45 when the second invoice is received. I'll send a reminder on Day 40. In the meantime — reply with any questions on Phase 1 deliverables.

— Natacha

Day 40 · Invoice 2 reminder

Invoice 2 reminder email

To[CLIENT EMAIL]

Frominfo@softhireapp.com

SubjectPhase 2 begins Day 45 — invoice reminder

Hi [FIRST NAME],

Checking in ahead of the Day 45 milestone — Phase 2 begins in 5 days.

The second invoice of $2,250 is due on Day 45. Once received I'll begin the SOP library, policy framework, and compliance documentation.

Invoice 2 payment link: https://buy.stripe.com/6oU3cvbYagPD2AT9LW3Ru0a

If you have any questions on Phase 1 deliverables before Phase 2 starts, now is a good time to ask.

— Natacha

Day 60 · Phase 2 complete

Phase 2 delivery email

To[CLIENT EMAIL]

Frominfo@softhireapp.com

SubjectPhase 2 delivered — documentation + compliance complete

Hi [FIRST NAME],

Phase 2 is complete. Everything is below.

Phase 2 Loom (30–40 min): [LOOM LINK]
Deliverables folder: [LINK — same folder, Phase 2 section]

What's inside:

→ SOP library — [X] processes documented with owners and review dates
→ Policy framework — [X] policies or handbook sections
→ Compliance notes — [STATES/COUNTRIES] addressed
→ Performance review system — quarterly framework + templates
→ Offboarding process — voluntary and involuntary, with separation templates

Phase 3 begins immediately — governance framework, executive dashboard, and your full handoff package. Everything is delivered on Day 90.

— Natacha

Quality control

90-Day delivery checklist

Three phase checklists — run each one before sending the corresponding delivery email.

Phase 1 — Day 30

Discovery brief reviewed in full — all questions answeredDiscovery
Scope confirmation email sent within 24 hours of brief submissionKickoff
Full audit completed across all 5 HR areasAudit
Gap analysis written — findings ranked by risk and impactAudit
90-day build roadmap completed and sequencedRoadmap
Hiring intake system built — intake form + scorecardBuild
Offer letter templates complete and jurisdiction-compliantBuild
Onboarding framework complete — checklist, manager guide, access matrixBuild
Phase 1 Loom recorded — 30–40 min, covers audit + all deliverablesLoom
Day 40 invoice reminder scheduled in calendarBilling

Phase 2 — Day 60

Invoice 2 received before Phase 2 work beganBilling
SOP library complete — all processes documented with owners + review datesSOPs
Policy framework or handbook sections completePolicies
Compliance documentation covers every operating locationCompliance
Africa corridor compliance included if applicableCompliance
Performance review system complete — framework + all templatesBuild
Offboarding process complete — voluntary + involuntary tracksBuild
Phase 2 Loom recorded — 30–40 min, covers all Phase 2 deliverablesLoom
Cross-system consistency check — all deliverables match in tone and structureQA

Phase 3 — Day 90

Governance framework complete — ownership matrix, review cadences, decision rightsGovernance
Executive HR dashboard built — metrics, headcount, compliance statusDashboard
Manager training guide complete — how to use every system builtHandoff
Documentation index complete — searchable reference for everything builtHandoff
90-day post-launch rollout plan complete — sequenced actions with owners and datesRollout
Final Loom recorded — 45–60 min, covers all Phase 3 deliverables + full engagement summaryLoom
Complete folder named: [ClientName] — 90-Day HR Architecture — [Month Year]Delivery
Day 90 close email sent with full deliverables and upsell pathClose

Day 90 · Final delivery

Day 90 close email

The most important email in the entire engagement. This is the handoff — it must feel complete, confident, and ready to act on. Write the 2–3 sentence summary of what was built as if you're presenting it to a board.

To[CLIENT EMAIL]

Frominfo@softhireapp.com

SubjectDay 90 — your HR infrastructure is complete

Hi [FIRST NAME],

Day 90. Your HR infrastructure is complete.

Final delivery Loom (45–60 min): [LOOM LINK]
Complete deliverables folder: [LINK]

Here's what was built over the last 90 days:

Phase 1 — Foundation: Full HR audit + gap analysis, 90-day roadmap, hiring intake system, onboarding framework, offer letter templates
Phase 2 — Documentation: SOP library ([X] SOPs), policy framework, compliance documentation for [LOCATIONS], performance review system, offboarding process
Phase 3 — Governance: HR governance framework, executive dashboard, manager training guide, documentation index, 90-day rollout plan

[2–3 SENTENCE SUMMARY — e.g. "What you have now is an HR infrastructure that can run without you in the room. Every process is documented, owned, and reviewable. A new hire or HR hire can pick this up and run with it on Day 1."]

The rollout plan in your folder maps the next 90 days — it's sequenced so you're not implementing everything at once. Start with the first three items and build from there.

What comes next is up to you. If you'd like ongoing support as you implement, the Monthly Retainer at $1,250/month gives you a direct line for questions, document reviews, and compliance checks. Reply if you want to talk through it.

It was a privilege to build this with you.

— Natacha
Founder, SoftHire Systems · natacha.softhireapp.com

Natural next step

After Day 90

If they want ongoing support

Monthly Retainer

$1,250/month. The infrastructure is built — now they need a steady hand to maintain it. 48-hour turnaround on anything that comes up as they scale.

Retainer kit →