Processing New Starters: A Step-by-Step Guide

Processing New Starters: A Step-by-Step Guide

The 'New Starter' form is the core of the Onboarding module, guiding individuals through the necessary steps to get them set up in the organization.

1. Initiating a New Starter Record (Co-ordinator Task)

1. From the Onboarding module, open the New Starter form and select New Record.
2. In the Details Section:
   • New Starter: Select the person being onboarded.
   • Co-ordinator: Assign the user overseeing this specific onboarding process (often defaults to the current user).
   • Sections to be completed: Tick the categories of information or tasks required for this new starter (e.g., Security Questions, Drivers Licence details, Document Acknowledgement). Your selections here will determine which sections appear for the new starter later.
   • Qualifications to Provide: Specify any formal qualifications the new starter must submit (e.g., Dangerous Goods Licence). This also controls subsequent form sections.
   • Occupation: Select the new starter's job role.
3. Choose an action:
   • Save: Saves the record as a Draft. The new starter is not yet notified.
   • Submit to New Starter: Moves the record to the Pending New Starter stage, and the new starter will be notified that their input is required.

2. New Starter Information Submission (New Starter Task)

Once submitted by the Co-ordinator, the new starter (or their representative) will access the record to provide information. The sections they see are based on the Co-ordinator's initial setup. Common sections include:

• Security Questions: Answering questions like citizenship status or if they hold a current police clearance. May involve uploading a Police Clearance Certificate.
• Welcome/Induction: May include links to introductory videos or materials.
• Document Acknowledgement: The new starter will see a list of documents (from the 'Documents' library, linked by the Co-ordinator) and must confirm they have read and understood them.
• Qualifications and High Risk Licences: Uploading copies of specified licenses or certificates.
• Drivers Licence Details: Providing licence information and uploading a copy.
• Personal Information: Supplying details for payroll, such as bank account, tax, and superannuation information. Often involves uploading relevant forms.
• Final Acknowledgement: A declaration by the new starter confirming the accuracy of the provided information.

After completing all required sections, the new starter submits the form.

3. Review and Completion (Co-ordinator Task)

• Pending Review: Once the new starter submits their information, the record moves to this stage. The Co-ordinator is notified.
• The Co-ordinator reviews all submitted details and uploaded documents. A Review Section allows for comments and setting a 'Next Review Date' if follow-up is needed.
• Complete: If all information is satisfactory, the Co-ordinator marks the onboarding process as Complete.

Managing Uploaded Files (Attachments)

Many sections require the new starter to upload files (e.g., licenses, certificates). These are typically handled as linked 'Attachment' record:

• When prompted (e.g., "Upload Drivers Licence"), a form for a new 'Attachment' record will open.
• Key fields on this attachment record include:
  • Attachment Type: Categorizes the upload (e.g., Drivers Licence, Tax Form).
  • Expiry Date: For documents like licenses, this is critical. If an uploaded licence expires while the New Starter record is 'Complete', it may trigger the record to return to 'Pending Review'.
  • Other fields specific to the attachment type, like 'Licence Number' or 'State of Issue'.
• These attachment records also have their own simple workflow (e.g., Draft, Active, Expired).

Notifications

The system sends automated notifications at key stages, such as when input is needed from the new starter, when they submit their information, or when a review is due.