Work through a new starter’s onboarding checklist
Open a new starter’s checklist on their record, tick the lines that are yours, and see which lines tick themselves and which are overdue.
On this page
When someone joins a location that keeps a checklist for new starters, they are put on it that day. It lists what every starter must have, when each line is due against their start date, and whose job it is.
On the web
Go to Rota & team, then Staff
- Open the person and choose the Employment tab. The checklist is the Onboarding section.
- The chip at the top says where they stand, for example “Onboarding 6/10”, with a red count beside it when lines are overdue. Lines still to do are listed first, in the order they fall due.
- Each line shows whose it is (Them or A manager) and when it is due: Before day one, First shift, First week or First month. Hover over the stage to see the date.
- Tick the box on a line once it is done. It says Line ticked, and the line moves under the done count with your name and the day. Untick it to take the tick back.
- Press the line that reads, for example, “4 done” to unfold what has already been ticked.
The Staff list gains an Onboarding column while anyone there is on a checklist.
On the phone
- Open the Team tab, press the person, and choose the Details tab. Scroll to Onboarding.
- The badge says where they stand. Under each line is whose it is, its stage and the date that comes to.
- Press the box on a line to tick it. It says Line ticked. Done lines are folded under a count: press it to open them, and press a ticked box to take the tick back.
Lines that tick themselves
Some lines have no box. They read from their record and tick themselves when the app can see the thing is done. On the checklist every location starts with, those are:
- Right to work checked: their right to work is marked verified on their record and has not run out.
- Bank and tax details: their bank details and starter declaration are on file.
- App set up: they have created their own sign-in.
- Emergency contact: one is on file.
- First training started: a skill of theirs has been marked on any training.
- Probation set: they are on probation, have passed or ended it, or were deliberately taken off it.
To tick one of these, do the thing itself. The rest of the starting list is ticked by hand: Contract issued, Uniform, Induction, and Allergens and food safety basics.
When a line is overdue
- Before day one lines are late on the start date itself.
- First shift lines are due on the start date.
- First week lines are due six days after it.
- First month lines are due a month after it, less a day.
Nothing is overdue for someone with no start date on their record. At 9am, when a stage has passed with lines undone, the people who can edit the starter’s record get an Onboarding overdue notice, and the starter gets Finish your set-up if lines of their own are late. Each is sent once for a stage, not once for each line.
Start or stop a checklist
Someone who was already at the location before it kept a checklist is on none. On their record, the Onboarding section then has one button, Start onboarding, on the web and on the phone.
To take someone off, use the three dots in the Onboarding section on the web and choose Stop onboarding, then Stop.
What happens next
When every line is done the chip turns green and reads Onboarding done. A new starter’s checklist is also one of the things shown when you record their probation review. To change what is on the list for a location, see Change the onboarding checklist.
If it doesn’t work
- There is no Onboarding section, or no Employment tab
- You cannot edit this person’s record, or they are on no checklist and are no longer active. Ask an Admin for the “Edit staff details and where they work” permission.
- A box is greyed out, or “That line isn’t yours to tick.”
- On your own checklist you can tick only the lines that are yours; a manager’s lines are for someone else who can edit your record. An Admin is the exception, having nobody above them.
- “That ticks itself from their record.”
- The line follows the person’s record. Complete the thing it reads, such as verifying their right to work, and it ticks.
- “They need a home site first.”
- A checklist is started at the person’s home location, and they have none. Give them one on their Details first.
- Nothing shows as overdue for someone who started weeks ago
- They have no start date on their record, so there is nothing to count from.
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