Onboarding checklists

Who can do what?

Task	Who	Permission
Build and activate the template	Admin	MANAGE_ONBOARDING_TEMPLATE
Start a checklist and tick items off	Admin, Manager	EDIT_ONBOARDING
See a checklist	Admin, Manager, Control — and the employee, on their own Screening page	VIEW_ONBOARDING

Agencies have their own template and checklists — see Onboard officers.

Where is the template?

Settings → Onboarding Template. On the left, Versions lists every version with its item count and the date it was made; the one in use is marked Active. On the right are the items of the version you select.

Each item has a Label, an optional Category that groups it on the checklist, a Sort order, optional Help text, and three ticks: Required, Doc upload and Completed date. Doc upload and Completed date are markers on the template 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.

An item can also have a Linked roster column — rightToWork, uniformIssued or trainingCompleted. Setting the item to Done on someone's checklist then ticks that column on their employee record.

How do I set up the template?

The active version cannot be changed. You work on a draft and then make it active.

1. Go to Settings → Onboarding Template.
2. Start a draft:
   • Sample (or Import sample, when there are no versions) creates a draft from the built-in new-starter list: 26 items in four categories — Documents & Identity, Pre-start checks, Operational, and Induction & Training.
   • Clone, shown while the active version is selected, copies it into a new draft.
   • New (or Start blank) creates an empty draft. Drafts are named Template v2, Template v3 and so on; they cannot be renamed.
3. Change the draft's items: Add item, an item's edit button, or its bin button to remove it.
4. Press Activate. The draft becomes the active version, and the one before it stops being active.

Activating changes nothing for checklists already started — In-flight onboardings keep their snapshot. It applies to checklists started from then on.

A version that is not active can be deleted with its bin button, unless someone's checklist was made from it — Template in use by one or more employees and cannot be deleted…. The active version cannot.

How do I add or change an item?

Add item, or an item's edit button, opens the item with the fields described above. Change what you need and press Add or Save.

How do I start someone's checklist?

Nothing creates a checklist automatically — not adding the employee, and not activating a template.

For one employee:

1. Open their profile from People → Employees and choose the Onboarding tab.
2. Press Initialise from active template.

For everyone at once, select the active version on the template page and press Apply to all. It starts a checklist for every Admin, Manager, Control and Employee in the organisation who has no onboarding items yet, and tells you how many it started. People who already have a checklist are left alone.

How do I tick items off?

On the employee's Onboarding tab, each item has a status:

Status	Means
Pending	Not done yet
Done	Finished; stamped with the date
N/A	Does not apply to this person. Counts towards the required items
Blocked	Held up — add a note to say why

Change it with the picker beside the item. The note button opens a box for a note, saved when you click away. The top shows how far through they are — complete items, required items done, and a percentage — and All required items complete once every required item is Done or N/A.

Control see the checklist without the pickers. The employee sees their own, read-only — under Onboarding on the portal's Screening page, and in My Screening in the app.

What happens when everything is done?

When an employee's required items are all Done or N/A and their employment screening is complete, ShiftTracker marks them active — Employee activated — Screening + onboarding both complete. Admins and Managers are notified, and so is the employee. It happens once, whichever of the two finishes last. See Screen staff to BS 7858.

If it goes wrong

What you see	What it means
No Add item or Activate	You have the active version selected. Clone it first.
No active onboarding template — Admin must activate one first	Nothing is active yet. Activate a version.
Apply to all started nobody	Everyone already has a checklist.
A version will not delete	It is active, or someone's checklist was taken from it.

Related

• Manage employees
• Screen staff to BS 7858
• Onboard officers — the agency's side