Staff registration

  1. Allow staff to supply passport details later
  2. Allow Job References to be submitted by staff
  3. Allow Job References to be submitted via previous employers
  4. Disable Registration Form
  5. Allow P45 Starter checklist to be submitted by staff
  6. Allow freelance staff to register
  7. Allow education details be be submitted by staff
  8. Allow CV to be submitted by staff
  9. Registration form tab descriptions
  10. Registration Form "Welcome" Message
  11. Registration Form "Thank You" Message
  12. Managing your terms, privacy statements, opt-ins and consent
  13. Disable Registration Copy
  14. Staff registration form link

Allow staff to supply passport details later

This will allow staff to not have to add their passport details on registration, but instead select to 'Supply later'.

It will then be your responsibility to ensure staff have their passport uploaded before they do their first shift.

Allow Job References to be submitted by staff

This will allow staff to add upto 4 referees upon registration for you to contact by phone or email without he use of the automation from the system.

Staff will have to add the following for each reference:

  • Name
  • Email
  • Phone
  • Relationship

This information can then be viewed under the Staff profile > Main details > References.

Allow Job References to be submitted via previous employers

This will allow staff to add upto 2 referees upon registration for them to supply a rerefence.

Staff will have to add the following for each reference:

  • Type
    • Personal (e.g. doctor, lawyer, magistrate, priest etc.)
    • Academic (e.g. teacher or lecturer)
    • Professional (employer)
  • Name
  • Email
  • Phone

The referee's willl then receive an email with a link to add the following:

  • Rate our of 5 stars: 
    • Team work
    • Work ethic
    • Punctuality
    • Customer service
    • Integrity
    • Presentation
  • Comments
  • Supporting files

This can then be viewed on the staff profile under the 'Job references' tab.

 

Disable Registration Form

This will allow you to put a pause on recruitment by disabling the registration form.

Make sure to add a message to the page the replaces the registration form below under 'Disable Registration Copy'.

Note that even though the registration form is diabled you can still create a unique link to send to staff you need registered so you don't have to re-enable the form. Do do this click on the 'Staff registration form link'.

Allow P45 Starter checklist to be submitted by staff

This will show the P45 New Starter checklist on the 'Bank details' page of the staff registration and the 'Terms' tab of the staff profile.

The following information is requested as per the New starter checklist:

  • Employee statement *
    • A. This is my first job since last 6 April and I have not been receiving taxable Jobseeker’s Allowance, Employment and Support Allowance, taxable Incapacity Benefit, State or Occupational Pension
    • B. This is now my only job but since last 6 April I have had another job, or received taxable Jobseeker’s Allowance, Employment and Support Allowance or taxable Incapacity Benefit. I do not receive a State or Occupational Pension.
    • C. As well as my new job, I have another job or receive a State or Occupational Pension.
  • Do you have a Student Loan which is not fully repaid?
    • Yes
    • No
  • Did you finish your studies before the last 6 April? *
    • Yes
    • No

Changes to this information will be added to the 'Change of details report' under 'Payroll.

IMPORTANT: If you have this option enabled Allow freelancers to register and staff select the checkbox when they register: Are you working as a freelancer? then the New Starter Checklist will not be hidden as the system assumes all freelancers are not PAYE.

We can add this information to your Payroll New Starter report upon request.

Allow freelance staff to register

If you have the following option checked in Settings > Staff registration > Allow freelancers to register

The system will prompt for more information on the registration form:

  • Registered Company Name (if applicable)
  • Registered Company Name (if applicable)
  • UTR Number (if applicable)

IMPORTANT: When staff tick Are you working as a freelancer? this will hide the New Starter Checklist even if you have it enabled. Freelancers are assumed not to be on PAYE. See: Show P45 Starter checklist on staff profile in staffarea

Allow education details be be submitted by staff

If you have the following option checked in Settings > Staff registration > Show education section on staff profile this will allow you to take the following information on the About you page of the registration:

Allow CV to be submitted by staff

If you have the following option checked in Settings > Staff registration > Show CV field on staff profile this will allow staff to upload a CV on registration.

This CV will show under the 'Attributes' tab in their staff profile.

Registration form tab descriptions

Go to 'Settings > Staff registration > Registration form tab descriptions'.

Please state here very clearly why you are taking the information on each page of the registration process.

Registration Form "Welcome" Message

This is the copy the staff will see on the first page of the registration.

Registration Form "Thank You" Message

This is the copy the staff will see on the last page of the registration.

Managing your terms, privacy statements, opt-ins and consent

Here is where you add your legal and GDPR requirements.

You can add these such items with that are supported with legal document copy:

  • Terms and conditions
  • Privacy statements
  • NEST Pension scheme terms
  • Handbooks

And add consents and opt-ins (without legal document copy), as you may need for people to just opt-in/out to such things as:

  • Opt-in to be contacted
    • Email, SMS, phone
  • Agreeing to the processing of their data.
    • This statement is required for GDPR rules, and if not ticked the applicant will not be able to proceed
  • I agree the terms of the 'some external provider'.
    • Whereby you can link this to an external terms URL

To add such things so to Settings > Staff registration > Terms and Conditions. You will now notice that your terms are in a list format.

Click on 'add new' to add a new set of terms or an opt-in statement. The details to add are as follows:

  • Name (mandatory)
    • Give your terms a name. This is for your reference only within this section.
  • Internal short name (mandatory)
    • This will show on the staff profile overview page in the last column to show you the date and time they agreed. Keep it to below 30 character so as to keep the overview page looking tidy.
  • Staffarea consent, terms or opt-in label (mandatory)
    • This is what the staff will see in their staff area as the main title
  • Staffarea description
    • To better explain what staff are opting in or agreeing too you can add a detailed explaination here for them to see in their staffarea
  • Staffarea description popup dialogue if staff opt-out after being opted-in
    • If staff have opted-in and/or agreed and later was to opt-out/disagree this will present them with a message as to the consequences of opting out.
  • Stop emailing staff invites and job alerts if opted-out
    • Set this if you want the system to stop emailing staff with job invites and alerts if opted-out
  • Stop texting staff invites and job alerts if opted-out
    • Set this if you want the system to stop SMS'ing staff with job invites and alerts if opted-out
  • Stop emailing staff general emails if opted-out
    • Set this if you want the system to stop emailing staff with general communications if opted-out
  • Stop texting staff general emails if opted-out
    • Set this if you want the system to stop SMS'ing staff with general communications if opted-out
  • Make staff inactive if opt-out
    • Set this if you want staff to be automatically set a status of inactive when opted out.
  • Staff must opt-in/accept to progress with registration process
    • Set this if staff MUST agree or opt-in to progress with the registration process
  • Staff must sign their signature
    • Set this if you would like to take a signature with this opt-in, consent, privacy, terms, etc.
  • Staff must agree to these terms on next login
    • Tick this box if you require staff to agree to these terms or opt-in on their next staffarea login.
    • A log will be kept of each time this is ticked
    • Upon pressing submit the button will reset to unchecked so it can be ticked again in the future
  • Still allow staff to be paid if not set to opt-in
    • If this is ticked it doesn't prevent this person shifts from being exported to payroll if they haven't agreed or opted-in
  • No terms copy required
    • If this is just an 'opt-in' as such then you can tick this to not have any legal copy associated.
  • I agree text
    • This is the statement by which they agree to with a checkbox next to it. You can also add links to this statement to link to external URL's using the 'Insert > Insert Link' in the menu.
  • Please add the terms copy here
    • ​​​​​​​If you require terms copy, privacy statement copy, handbook copy, etc to be added, please add the copy here.
  • Use for shift confirmation
    • ​​​​​​​Tick this checkbox if you want staff to agree to the terms on each shift confirmation
  • Shift confirmation 'I agree text'
    • ​​​​​​​The text you want staff to see for this in the email shift confirmation. eg:
      • I have read and agree to the Terms of Employment
      • I have read and agree to the Privacy Policy
      • I agree to use my phone to take pictures and complete feedback after each visit. Staffwise do not take any responsibility and we are not liable for any loss or damage to your phone and property.
  • Use for shift confirmation only
    • ​​​​​​​Tick this checkbox if you don't want these terms to show on the registration form you can. Thereby only showing on shift confirmation.

To make sure your terms show on your shift confirmation emails go to the campaign overview to select which you need staff to agree to per campaign.

As you can see in the screenshot above you also have the option to make a set:

  • Active / Inactive
    • Should you need to hide them for a while
  • Edit
    • To make any adjustments
  • Delete
    • We would recommend not deleting if staff once agreed to the terms and instead simply making inactive

Disable Registration Copy

Please see Disable Registration Form

Staff registration form link

Please see Disable Registration Form