Registration process

Overview of the staff registration process
Track staff registrations via a referral URL
Managing and editing the registration process
Referees
References
Custom questions
Qualifications & Certifications

Overview of the staff registration process

The staff registration consists of a possible 14 customisable pages. Here is a quick overview of this process:

Welcome / Login details / Terms and contracts
- Custom welcome copy
- Name, username, email, password, your company terms, privacy statements, opt-ins and consent
- Upon pressing submit:
  - The profile is added to your system with a staff status of incomplete
  - Staff are automatically emailed the Account created email template
Contact details
- Contact details, pronouns, emergency contact, main address, term-time address, additional work areas, where did you hear about us
Right to work
- ID and RTW Documents such as Passport, Birth certificates, NI number, Visas, etc
- Enable Digital Right to work checks
- Visibility options for this page:
  - Set to inactive to hide this page completely
  - Set the page as Only available once registered
About you
- Self-employed details, Nationality, CV, Bio, Video Bio, Spoken languages, Health, Driver's license and declaration, Criminal convictions Language spoke, Social media handles, Showreels, Education
- Visibility options for this page:
  - Set to inactive to hide this page completely
  - Set the page as Only available once registered
Experience & Skills
- Experience, fields, sectors, skills, have they worked for you before, actual previous experience, additional info
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Availability Calendar
- Other commitments, student details, availability
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Referees
- Staff to supply a list of previous employer referees to contact as required
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
References
- System to automatically collect personal, academic or previous employer references
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Custom
- Add your own custom form using the Form builder
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Photos
- Clear heat shot, Full-length photo, Natural headshot, Additional photos
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Qualifications & certifications
- DBS, First aid, Food Hygiene, Fire Safety, Skills, Beauty Therapy
- Add custom requirements for qualifications and certifications
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Sizes and attributes
- Height, Suit, Collar, Chest, T-shirt. Waist, Inside leg, Hat, Shoe, Hair, Eye, Tattoos, Piercings, etc
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
Bank details
- Bank account number and sort code, IBAN, Swift, P45, New starter checklist
- Visibility options for this page:
  - Set the page to inactive to hide this completely
  - Set the page as Only available once registered
    - If this is set and staff are booked onto a shift then they will be automatically chased for their bank details using the Missing bank details email template
Finish
- Custom finish copy
- The staff status is automatically changed to Applied
  - You can see these newly applied staff on your dashboard
- Staff are automatically emailed the Registration acknowledgement email template

The next steps are:

To see more detailed information on the registration process continue to the next article below.

Track staff registrations via a referral URL

Creating a registration referral URL

You can track staff registrations via the source of the registration link, ie:

From Facebook
From your website
From Google ad words
From a third-party website
Etc

You can create custom registration referral URL's in the following format:

https://yoursystemname.staffed.it/registration?ref=your-referral-code-here

For example, if we want to place a registration link on Facebook and track all staff that register via this link we can create the following referral registration page URL:

https://yoursystemname.staffed.it/registration?ref=facebook

This will now track and log all the staff registered via this URL as coming from the registration page on Facebook.

The referral code will be added to the contact page of the registration process as shown and not editable:

Downloading the referral codes

You can view the referral code on the contact page of the staff profile
The referral code is included in the staff export on the staff search page

Viewing your referral code totals

See: Registration referrals

Managing and editing the registration process

To manage and edit the registration process

Go to Settings
Go to Staff registration > Manage the registration form > Edit
Here you will see a complete list of each page of the registration process
You have the options to
- Make a page Active or Inactive by clicking on the button in the Active column
- Preview a page to see how your page will look for the staff
  - When previewing the registration this will show you exactly how staff will see it
    - Green eye
      - Represents an active page that staff must complete as part of their registration process
    - Clock icon
      - Represents a page that will only become available to the staff once they have completed their registration
    - Red eye
      - Represents the page as being inactive and will never need to completed by staff
- Click on the Manage button to customise the questions on that page
  - For most questions, you can choose to:
    - Hide
    - Show, mandatory
    - Show, not mandatory
    - Change the label for the question
  - Ensure you have added descriptions to the top of each page of the registration to explain to staff why you are taking the data on each page
Should you require further assistance with this setup please get in contact with us

Referees

The Referees page will only collect basic referee data for you to store and contact manually if required. The system will not automatically chase the referees added via this page for a reference.

Basic Referee submission

The process is as follows

On the Referees page of the registration, staff will be asked to add their referee details
- Name
- Email
- Phone
- Relationship
In Settings > Staff registration > Manage the registration form > Referees > Edit you can manage the total referees that are required to be added
To view the details submitted on this page you must go to Staff profile > Main details tab > Referees

References

The References page of the staff registration will allow staff to add multiple referee details and then the system will automatically chase these referees to supply a reference.

Automatic Reference process

The process is as follows

On the References page of the registration, staff will be asked to add their referee details
- You can change the minimum references required in Settings > Manage the registration form > References > Edit
Staff will then be presented with the following dialogue upon pressing + Add referee details
- Staff can now add the following details for their referee:
  - Type
    - Personal (e.g. doctor, lawyer, magistrate, priest etc.)
    - Academic (e.g. teacher or lecturer)
    - Professional (employer)
  - Name
  - Email
    - The email address has a verification checker to ensure it is legitimate
  - Phone
  - I can confirm that this referee can be contacted for a reference
    - This must be ticked to submit a referee
Once added you can edit or remove the referee details already added or add another reference
Upon pressing submit an email will be sent to this referee asking for a reference
- You can determine the reminder email frequency to the referee in Settings > Staff registration > Manage the registration form > References > Edit until a reference is submitted or until the system stops reminding the referee, ie, the referee may have chosen not to give a reference
  - In this example
    - We have set the next email reminder to be sent in 4 days from the initial submission in the registration form.
    - We have said to stop sending reminders after 14 days
    - We have said to chase every 2 after the first reminder and up until the 14-day reminder limit
The referee will receive an email similar to this
- There will be a link in the email to view the form to add the reference. Please see the reference forms for each type of referee at the end of this article.
- You can manage the email templates used during this process in Settings > Messaging Options > Manage the email templates
  - These three templates can be managed by clicking on Edit. Please do not remove any tags added to the body of the templates
  - Note that staff are also sent a reminder at the same time that the referee is sent their reminder thus prompting staff to follow up with the referee as well
You can view the submitted references in the Staff profile > References tab
- Click on the button in the View column to review the details of the submitted reference
- Click on Action >
  - Edit to amend the details of a referee
  - Delete to remove the referee and the reference
  - Request to send out a reminder to the referee
    - This might be used if a previous reference link has expired or you have updated the email address of the referee

Reference request forms

This is the reference form for a Personal or Academic referee-type

This is the reference form for a Previous employer referee-type

This custom page is the registration process that allows you full flexibility to add any custom fields specific to your business requirement that we don't have. You have the following fields to utilise as part of the form builder

To add your fields to this custom registration page:

Go to Settings > Staff registration > Manage the registration form > Edit
Here you can click on Manage for the Custom Questions page
Determine whether or not you want this page to part of the initial registration process. You can tick here to only allow this page to be available once staff have registered
Click on the Manage button to enter the form builder
To start you must add a form block that will contain your question set.
- Click the + Block button
- You can now specify the title of the block
  - Title
    - The name of the question block
  - OK
    - Press ok to create your custom block
- You will now have a question block added to the page
- The following buttons allow you to manage this block
  - From left to right:
    - Add questions into this block
    - Move the block up
    - Move the block down
    - Limit visibility of this block
    - Change the block between active and inactive
    - Edit the block title
    - Remove the block
To add questions to the block click the + button
- Here you can add
  - Single line text field and Multiple line text
    - Click to add to see the following dialogue:
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
  - Dropdown (single choice), Radio buttons (single choice) and Checkboxes (multiple choice)
    - Click to add to see the following dialogue:
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
      - Options
        
        Add the options to go to the dropdown using the + button
        
        Hide/show each option to keep the data using the eye button
        
        Delete the option and delete the data using the cross button
  - Date
    - Click to add to see the following dialogue
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
      - Send notification 4 weeks before the date
        
        To enable a notification to be sent 4 weeks prior to the date added to this field
        
        This is useful if you are using this as an expiry date for a certification or qualification, or even as a general reminder
      - Send notification to
        
        Add the email address to send this notification to
      - Show on the dashboard
        
        Show this date field on the dashed 4 weeks prior to the date added
  - Text
    - Click to add to see the following dialogue
  - File upload
    - Click to add to see the following dialogue
      - Title *
        
        Title of the question
        
        This is mandatory
      - Mandatory
        
        To ensure that when the internal use-only page is saved this field is added
      - Hidden
        
        To hide if no longer required but you don't want to delete the data that has been added
      - Show in user search
        
        To make this searchable via the staff search
- Upon completion, you will see your set of custom questions similar to this
  - To manage these questions
    - Click and hold to drag and drop into the correct order
    - Each question has an edit and delete button
- Press Submit to save your form
- To view your custom registration page as staff will see it, click on the Preview button in the main pages list
- You can now see the page as staff will view and complete it
  .

Qualifications & Certifications

On this page we can collect details pertaining to staff qualifications and certifications.

Go to Settings > Staff registration > Manage the registration form > Edit
Here you can click on Manage for the Quals & Certs page
We have the following preset items whereby staff can supply proof and an expiry date. You can chose to hide/show the following:
- DBS
  - If turned on we can check their DBS certificate with the government update service
- Working With Children Check (WWCC) / Blue Card
- First aid training
- Responsible Service of Alcohol (RSA)
- Food Hygiene Certificate
- Responsible Service of Gambling
- Fire safety awareness training
- Beauty Therapy Training
- Manual handling
- COSHH
- SIA
- Coronavirus awareness course
- Personal Alcohol Licence
- Lifeguard
- AED With Life Support
Should you need to add a more comprehensive list of qualifications and certifications you can add to the Additional Qualifications and Certifications list
- To start you must create a block to add a list of custom quals & certs.
  - Click the + Block button
  - You can now specify the title of the block
  - Click OK
  - To manage this block using the buttons in the top right of the header
    - From left to right:
      - Add questions to this block
      - Move the block up
      - Move the block down
      - Limit the visibility of this block
      - Change the block between active and inactive
      - Edit the block title
      - Remove the block
  - To add a new qualification or certification into your block click on + Item within the block header
  - You will not be presented with the following dialogue to add the details and setting required
    - Title: Add the title of the qualification or certification
    - Proof required: Check if you want proof via way of an image upload
    - Supply proof later: Allow staff to supply the image later as proof
    - Chase every X day(s): If you allow to supply proof later you can specify the frequency of emails that will chase the staff
    - Add comments: Check to show the Comments block
      - Comments > Label: Specify the question for the comments you need to acquire
      - Comments > Mandatory: Check if the comments are mandatory
    - Add expiry date: Check if an expiry date is required
      - Expiry date > Label: Change the expiry label if required
      - Expiry date > Mandatory: Check if the expiry date is mandatory
      - Expiry date > Show on dashboard 4 weeks prior to expiry: Staff totals for this item will show under Requires urgent attention > Quals/Certs expiring/expired on the main portal dashboard
      - Send email notification 4 weeks prior to expiry: This will send an admin alert to the notification email address to warn of these expiries. See: Custom qualifications expiry notifications
  - Press OK to add your item to the list in the block
  - Add as many blocks as required to categories your quals and certs lists