How training and onboarding work

Three things follow a new member of the team through their first months: the training they are put on, a checklist of what every starter must have, and their probation. Each lives on the person’s record and each belongs to one location.

Training: tracks, trainings and skills

A track is a course, such as a kitchen induction or a menu. It holds trainings, and each training holds the skills a person is marked on. There are three kinds of track: one you write yourself, one that follows a menu (a training for each category, a skill for each dish), and an induction, whose steps the new starter also confirms.

Each skill, for each person, is in one of four states:

• Not started: nothing logged.
• Training: they have been shown it. A trainer can flag it Ready to sign off.
• Signed off: someone who manages training has signed it off. If the training has a refresh period, it later shows Refresh due.
• N/A: it does not apply to this person.

A training, for each person, is Coming up, On now, Due soon, Overdue or Done. It is done when every skill is signed off or N/A. Due points are counted in shifts, days or weeks from the day the person started the track, and only for people put on it with due dates.

• Staff: See your training and Confirm your induction steps.
• Day to day: Mark a skill trained or sign it off, Sign off several skills at once and See where the team’s training stands.
• Setting up: Set up a training track, Set when a training is due and Add people to a training track.

Who does what in training

• People who manage training. The “Manage training and sign people off” permission. Supervisors, Location Managers and Admins have it by default, and it cannot be given to an Employee. They set up tracks, add people, and do everything on a record, including signing off.
• A named trainer. Anyone, of any level, can be named as a person’s trainer on a track. They can mark trained, log observations, add notes and flag skills ready for the people they train. They cannot sign off.
• The person. They read their own record and confirm induction steps. Nobody marks their own training.

Training reaches two other parts of the app. A skill can be set so that signing it off clears the person for a station. And a check can be set to need a finished training from whoever does it.

The onboarding checklist

Each location keeps a list of what a new starter must have: ten lines to begin with, which the location can change. Someone who joins the location is put on it that day. Each line is due at a stage (Before day one, First shift, First week, First month) counted from their start date, and is either the starter’s or a manager’s. Some lines tick themselves from the person’s record, such as right to work verified or a first skill marked. The rest are ticked by hand, with who and when.

• Managers: Work through a new starter’s onboarding checklist and Change the onboarding checklist.
• New starters: Finish your set-up as a new starter.

Probation

With the location’s rule on, a new starter is on probation from their start date: three months unless the location or their own record says otherwise. Before it ends, the people who can edit their record are reminded. The review is recorded as passed, extended or ended, with the person’s training, attendance, checklist and trial shift laid out above the decision.

• Record a probation review and Set how long probation lasts.

The checklist and probation are for whoever can edit the person’s record: the “Edit staff details and where they work” permission, which Location Managers and Admins have by default and a Supervisor can be given.

Where it is

• On the web. Under Rota & team: Training, Skills matrix and Training set-up. A person’s training is the Training tab of their record, opened from Staff; their checklist and probation are on the Employment tab.
• On the phone. Your own training is under Me. Managers have a Training section on the Team tab, and a person’s checklist and probation on the Details tab of their file. Setting up tracks, adding people to them and the skills matrix are on the web only.