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Onboard officers

An onboarding checklist is the list of tasks to finish for a new officer — documents on file, handbook signed, PIN issued, uniform handed over. An Agency Admin builds the list once as a template under Agency Settings → Onboarding; each officer then gets a copy on the Onboarding tab of their profile, where Agency Admins and Agency Coordinators tick items off. The checklist is a record for your agency: it does not decide whether an officer can be proposed.

Who can do what?

Task Who
Build and activate the template Agency Admin
Start an officer's checklist and tick items off Agency Admin, Agency Coordinator

Officers do not see their checklist.

How do I set up the template?

Agency Settings → Onboarding opens the template. Versions lists every version; the one in use is marked Active. The active version cannot be changed — you work on a draft and then make it active.

  1. Start a draft: Sample (or Import sample, when there are no versions) copies in a 26-item new-starter list; Clone, while the active version is selected, copies it; New (or Start blank) is empty. Drafts are named Template v2, Template v3 and so on.
  2. Add item, or an item's edit button, opens the item: a Label, an optional Category that groups it on the checklist, a Sort order, optional Help text, and the ticks Required, Doc upload and Completed date. Press Add or Save. The bin button removes an item.
  3. Press Activate. The draft becomes the active version, and the one before it stops being active.

Doc upload and Completed date are markers only — the checklist does not ask for a file or a date. The date an item was done is stamped when it is set to Done.

Activating changes nothing for checklists already started; it applies to checklists started from then on. A version that is not active can be deleted with its bin button.

How do I start an officer's checklist?

Nothing creates one automatically — not adding the officer, and not activating a template.

  • For one officer: open their profile from People → Officers, choose Onboarding, and press Initialise from active template.
  • For everyone: on the template page, select the active version and press Apply to all. Every active officer with a login who has no checklist yet gets one; deactivated officers are left out. Officers who already have one are left alone.

How do I tick items off?

Each item has a status — Pending, Done, N/A (does not apply; counts towards the required items) or Blocked — set with the picker beside it. The note button opens a box for a note, saved when you click away. The top shows how far through the officer is, and All required items complete once every required item is Done or N/A.

Bethan Ellis's Onboarding checklist: 5 / 6 complete · 5 / 6 required · 83%, with a progress bar and a Template link. Documents · 3: SIA licence checked on the public register, Done, required, 17 Feb 2025; Right to work document on file, Done, 17 Feb 2025; Proof of address on file, Done, 18 Feb 2025. Induction · 3: Agency handbook signed, Done, 24 Feb 2025; Check-call PIN issued, Done, 24 Feb 2025; Uniform and ID issued, Pending, required. Each item has a status picker and a note button.

Does the checklist stop an officer being proposed?

No. Whether an officer can be put forward depends on their login, their licence and their verified documents — see Find requests and propose officers. Finishing the checklist changes nothing else.

If it goes wrong

What you see What it means
No Onboarding under Agency Settings You are an Agency Coordinator. Ask an Agency Admin.
No Add item or Activate You have the active version selected. Clone it first.
No active onboarding template when initialising Nothing is active yet. An Agency Admin must activate a version.
A version will not delete It is active, or an officer's checklist was taken from it.

Last updated 2026-10-09