Onboarding new starters

Adding a new starter

Go to Staff → New starters in the menu (or Settings → Team) and press Add a new starter. Fill in their name, role, start date and work email, and pick the role template they'll follow. That's it: their record is made, they're emailed a link to choose a password, and their checklist is ready for when they sign in. The owner and managers can add starters.

If email isn't set up yet, you'll see that link on screen to send them yourself. It works once and lasts 7 days; you can send a new one from their page.

What the new starter sees

After choosing a password and setting up two-step sign-in, they land on their Welcome page: their checklist in order, what's due today, and one big "next step" button. It stays in the menu until everything is done, and they're brought back to it each morning.

Role templates

A template is the list of steps for one kind of job. You start with Clinician, Reception and Practice manager; change them, copy them or add your own under Staff → New starters → Role templates. Each step has:

• What: read and sign an SOP, complete training, upload a document, shadow a colleague, meet the team, or anything else.
• When: a day of their job (day 1 is their first day) or a number of days before they start.
• Who: the new starter, a manager or admin.
• Optional detail, a link to a web page, company docs (any links, and Google Drive files once Google is connected), and whether it needs a note when done (good for check-ins).

Leave the SOP or training choice blank to mean "everything for their role". Changing a template doesn't change checklists already under way. If you had an onboarding plan before templates arrived, it's your "Standard plan"; press Add the starter templates on Role templates to get the ready-made ones as well.

Steps that tick themselves off

Reading and signing an SOP, passing training and uploading a document are ticked off as soon as they happen. Everything else is marked done by whoever does it. Managers can do or skip any step.

Keeping track

New starters shows everyone settling in, with a progress bar and anything overdue. When a step's day passes, a task is raised for whoever does it, and it's chased like any other task until the step is done.

Staff documents

Registration, insurance, DBS, driving licence, right to work, CV, contracts and certificates live on each person's training record (Staff → Training → their name). Upload a PDF, photo or Word file (up to 20 MB): it's stored privately, and only the person and managers can open it. Documents that lapse need an expiry date; a renewal task appears 60 days before, so nothing runs out unnoticed. They also show in the training matrix.