This document gives step by step guidance on completing your onboarding tasks prior to joining R&R
Onboarding Portal Guidance Document
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MYVIEW ONBOARDING GUIDANCE DOCUMENT
Dear Colleague
We are delighted that you have accepted your new role within Rendall & Rittner. Welcome to the team!
To enable the collection of information and documents from you prior to your start date, you have been assigned several onboarding tasks.
This guidance document gives step-by-step assistance in completing these tasks. You are required to complete all the tasks prior to joining, however these can be done in any order, so please use the interactive tool bars to jump to the sections you need. The HR Admin Team will be in contact with you shortly to answer any questions you may have.
As you are aware, your employment is subject to us undertaking pre-employment screening, therefore the task titled DBS documents should be a priority. You should have been made aware of this by the Recruitment Team and more information is contained within your offer letter.
Note: George Grey is our future starter in the guidance document. All references to his data and HR record are fictitious and purely for training purposes.
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MYVIEW ONBOARDING CONTENTS
Contents
Take me there (Click)
The Onboarding Hub
ONBOARDING HUB
My Onboarding Tasks
MY ONBOARDING TASKS
View My Contract and Offer Letter, sign and upload
VIEW MY CONTRACT AND OFFER LETTER
View My Job Description, sign and upload
SIGN MY JOB DESCRIPTION
View the Confidentiality Agreement, sign and upload
SIGN MY CONFIDENTIALITY AGREEMENT
Uploading DBS documents
UPLOADING DBS DOCUMENTS
Viewing/Updating Personal Details (including bank details)
VIEW AND UPDATE MY PERSONAL DETAILS
Completing the HMRC Starter Checklist
COMPLETE THE HMRC STARTER CHECKLIST
Completing the Health Screening Questionnaire
COMPLETE THE HEALTH SCREENING QUESTIONNAIRE
Completing the Expression of Wish Form
COMPLETE THE EXPRESSION OF WISH FORM
Reading the Health & Safety Guidance and signing the Declaration
READ THE HEALTH & SAFETY GUIDANCE AND SIGN DECLARATION
Reading the People’s Pension letter and booklet
READ THE PEOPLE’S PENSION LETTER AND BOOKLET
HR Policies
VIEWING THE HR POLICIES
Uploading my certificates
UPLOAD MY CERTIFICATES
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MYVIEW ONBOARDING ONBOARDING HUB
Your Start Date and Countdown
Your Employee Number
Your Manager
Your Onboarding Documents (eg contract)
Your %age of onboarding tasks completed
Your first day information
Your Onboarding tasks
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MYVIEW ONBOARDING MY ONBOARDING TASKS
• Here you see all the Onboarding Tasks that you are required to complete
• Some tasks are documents to read, some require you to sign and return and others are forms to be completed.
• This document you have opened by clicking the top task ‘ Onboarding Guidance Document’. Instructions on how to complete all the tasks follow here. • The ‘My Contract’ task – if you click here it will just open a file to ask you to refer to the Onboarding Guidance Document. Your Contract and Offer Letter sit within the Onboarding Documents to the left of the screen on your Dashboard • The ‘Confidentiality Agreement’ task – it will just open a file to ask you to refer to the Onboarding Guidance Document. The Agreement sits within the Onboarding Documents to the left of the screen on your Dashboard
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MYVIEW OMBOARDING VIEW MY CONTRACT AND OFFER LETTER
• To view your Contract of Employment and Offer Letter, firstly click the ‘Onboarding Documents’ button
• You will see your Contract of Employment and Offer Letter located here.
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Select your ‘Contract of Employment’ document
• Then click on the ‘Download this document’ button
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• A window will pop up on the top right-hand corner of your screen to show the document that you have just downloaded.
•
Click Open File
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Your Contract of Employment will open for you to read. At the bottom, you are required to sign and date to confirm your acceptance.
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• At the top of the screen, you will see this bar:
•
Click on the ‘text’ button
• To sign the document, place your cursor as below and type your name against Received by and Signed and type the date
• This is what it will look like when added:
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Back to the bar at the top of screen, this time click the save button
• Save the document to your own files and add SIGNED next to the document name, press Save.
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Now you have read and signed your Contract, you are now ready to upload this back to HR.
• Select ‘Upload a new document’ button
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Click the ‘Choose file’ button to take you to your list of files you saved
• Select your signed document, then click ‘Open’
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• It will pull that document through. You can add a comment if you wish
•
Click on ‘Submit’
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• To view the Offer Letter, select the ‘Offer Letter’ document
• Then click on the ‘Download this document’ button
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Again, a window will pop up on the top right hand corner of your screen to show the document that you have just downloaded this time it will say Offer Letter.
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Click Open File
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Your offer letter will open
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Please read your offer letter fully to understand the pre-employment screening process. On page 2, there is a link to explain what documents you need to provide to us.
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MYVIEW ONBOARDING VIEW MY CONTRACT AND OFFER LETTER
• Back to the bar at the top of screen, again click the save button
• Save the document to your own files for your own records, press Save. No need to sign this.
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MYVIEW ONBOARDING MARK TASK AS COMPLETED – MY CONTRACT AND OFFER LETTER
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have read your offer letter and read, signed and uploaded your Contract of Employment, please mark this task as Completed
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MYVIEW OMBOARDING SIGN MY JOB DESCRIPTION
• To view your Job Description, click the ‘Onboarding Documents’ button
• You will see your Job Description located here.
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
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Select the ‘Job Description’ document
• and then click on the ‘Download this document’ button
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
• A window will pop up on the top right hand corner of your screen to show the document that you have just downloaded this time it will say Job Description.
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Click Open File
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The document will open
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
• Please read the Job Description
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
•
To sign this document:
•
Click on the ‘text’ button
• To sign the document, place your cursor as below and type your name against Name and Signed and type the date
• This is what it will look like when added:
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
• Back to the bar at the top of screen, this time click the save button
• Save the document to your own files and add SIGNED next to the document name, press Save.
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
• Now you have read and signed the Job Description, you are now ready to upload this back to HR.
• Select ‘Upload a new document’ button
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
• Click the ‘Choose file’ button to take you to your list of files you saved
• Select your signed document, then click ‘Open’
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MYVIEW ONBOARDING SIGN MY JOB DESCRIPTION
• It will pull that document through. You can add a comment if you wish
•
Click Submit
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MYVIEW ONBOARDING MARK TASK AS COMPLETE - MY JOB DESCRIPTION
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have uploaded your signed Job Description, please mark this task as Completed
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MYVIEW OMBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• To view your Confidentiality Agreement, click back on the ‘Onboarding Documents’ button
• You will see your Confidentiality Agreement located here.
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• Next, to view the Confidentiality Agreement, select this document
• and then click on the ‘Download this document’ button
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• Please read the Confidentiality Agreement
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
•
To sign this document:
•
Click on the ‘text’ button
• To sign the document, place your cursor as below and type your name against Received by and Signed and type the date
• This is what it will look like when added:
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• Back to the bar at the top of screen, again click the save button
• Save the document to your own files, again adding SIGNED to the end of the document name
•
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• Now you have read and signed the Confidentiality Agreement, you are now ready to upload this back to HR.
• Select ‘Upload a new document’ button
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• Click ‘Choose file’ button to take you to your list of files you saved
• Select your signed document, then click ‘Open’
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MYVIEW ONBOARDING SIGN MY CONFIDENTIALITY AGREEMENT
• It will pull that document through. You can add a comment if you wish
•
Click Submit
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MYVIEW ONBOARDING MARK TASK AS COMPLETE – CONFIDENTALITY AGREEMENT
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have uploaded your signed Confidentiality Agreement, please mark this task as Completed
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MYVIEW ONBOARDING RETURN TO ONBOARDING HUB
• After viewing your Onboarding Documents, click on the Onboarding button to take you back to the Onboarding Hub.
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MYVIEW ONBOARDING UPLOADING DBS DOCUMENTS
• The next task is to upload your DBS documents. Please read the information below to identify what documents you need to send us. If you are unable to provide this, contact HR.Admin@rendallandrittner.co.uk immediately:
You must send us a copy of 1 document from List 1 and 1 document from List 2
List 1
List 2 (The selected document must show your current postal address and not be printed from the internet) • UK Bank or building society statement issued within last 3 months • Credit card statement issued within the last 3 months • Utility bill excluding a mobile phone issued within last 3 months • Benefit statement, eg Child Benefit, pension issued within last 3 months
• Current, in date, passport from any country • A UK Biometric Residence Permit • Current UK Driving Licence - full or provisional • UK Birth Certificate issued within 12 months of birth • UK Adoption Certificate
• Mortgage statement issued within last 12 months • P45 or P60 statement issued within last 12 months • Council Tax statement issued within last 12 months
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MYVIEW ONBOARDING DBS DOCUMENTS
Once you have identified the documents you need to send, please save a copy to your files so that you are able to upload these to us.
• Click the DBS Documents task and you will see this pop up on screen
• Click ‘Choose File’ and it will take you to where you saved your documents
• Select the file(s) containing your documents and then click ‘Open’
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MYVIEW ONBOARDING DBS DOCUMENTS
• When you see this screen with the documents you have chosen to upload, Click ‘OK’
• These documents have now been attached to your record for the HR team to download
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MYVIEW ONBOARDING MARK TASK AS COMPLETE – DBS DOCUMENTS
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have uploaded your DBS documents, please mark this task as Completed
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
• When you Click into the ‘My Personal Details’ task, it opens up Your live MyView portal. MyView is our HR and Payroll system.
• You will be taken through various screens to update: • Your personal information • Your contact information • Your Emergency contacts • Your bank details
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
Personal Details
•
• Most of your details will pull through, but please add your Known as name (even if it the same as your first name), your NI Number, Marital status, Ethnic Origin and Nationality
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Then click on the ‘Next’ button
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
Contact Details
•
• Enter any missing phone numbers. Your address should be there but amend if incorrect
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Then click on the ‘Next’ button
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
Emergency Contacts
•
• Who we can contact in the case of an emergency. Firstly, click on the ‘Add Contact’ button
• Enter the details and include at least a telephone number
•
Click on ‘Save Contact’ button
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
Emergency Contacts
•
• Details will show on next screen and you can add another emergency contact if you wish, by clicking ‘Add Contact’ and repeating the previous steps
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Once all added, click on ‘Next’ button
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
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Add your Bank details
•
Select Bank Type (Bank or Building Society)
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
• When ‘Bank Account’ is selected, the screen changes to this:
• Click the ‘Edit’ button next to Account Number
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
• Enter your Account Number against ‘New Account Number’
• Enter your Sort Code
• Press the Tab button on your keyboard
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
• The Bank Name and Branch will pull through automatically if the system recognises the details you have entered
• If these are correct, click the ‘Submit’ button
• If you get a warning message and the Bank Name and Branch do not pull through, please contact HR Admin with the name, address and sort code of your bank as this will need to be added to the system before you can enter the details here. This only happens with new branches, so not very often. You will need to come back to this task once they have confirmed back that the branch has been added.
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MYVIEW ONBOARDING VIEW AND UPDATE MY PERSONAL DETAILS
• You will receive a confirmation that Your details have been submitted to us.
• Click the ‘Close’ button, and you will be taken back to Your Onboarding hub.
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MYVIEW ONBOARDING MARK TASK AS COMPLETE
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have viewed and updated your personal details, please mark this task as Completed
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MYVIEW ONBOARDING COMPLETE THE HMRC STARTER CHECKLIST
• The next task is to complete the HMRC Starter Checklist. When you click the link it will open up the webpage for Gov.uk as show below
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MYVIEW ONBOARDING COMPLETE THE HMRC STARTER CHECKLIST
• Scroll down the page, reading the before you start section and then click the Start now button
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MYVIEW ONBOARDING COMPLETE THE HMRC STARTER CHECKLIST
• A series of questions will pop up and you need to choose the option relevant to you or enter the details asked, eg your Date of Birth:
• Complete the question and press the continue button each time until you reach the end
• It will ask you to check all the answers you have provided based on your personal information and then ask for the start date of your new employment, enter the day you are starting at Rendall & Rittner, again press Continue
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MYVIEW ONBOARDING COMPLETE THE HMRC STARTER CHECKLIST
• Continue answering the questions that pop up, relating to your employment/pension/student loans
• Complete the question and press the continue button each time until you reach the end
• It will ask you to check all the answers you have provided based on your employment information and then ask for your declaration that the information provided is correct. If they are, click Accept and continue
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MYVIEW ONBOARDING COMPLETE THE HMRC STARTER CHECKLIST
• Once you reach the page below, click ‘Preview your details’ • as PDF under ‘Printer’
• Once you reach the page below, click Preview your details then choose Save as PDF under ‘Printer’
• Save document to your personal files (as you did previously with your Contract)
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MYVIEW ONBOARDING UPLOAD COMPLETED HMRC STARTER CHECKLIST
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Click Onboarding Documents button
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Click Upload a new document
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MYVIEW ONBOARDING UPLOAD MY COMPLETED HMRC STARTER CHECKLIST
• Click Choose File
• Select your file then click ‘Open’
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MYVIEW ONBOARDING UPLOAD MY COMPLETED HMRC STARTER CHECKLIST
• Click ‘Submit’
• You now see it here and this has been submitted to HR to view
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have uploaded your HMRC starter checklist, please mark this task as Completed
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MYVIEW ONBOARDING COMPLETE THE HEALTH SCREENING QUESTIONNAIRE
• The next task is to complete the Health Screening Questionnaire. When you click the task it will open up an electronic form as shown below:
• Complete the form with the information requested, placing a check mark against anything that applies to you
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MYVIEW ONBOARDING COMPLETE THE HEALTH SCREENING QUESTIONNAIRE
• Complete the form with the information requested, placing a check mark (x) against anything that applies to you
• When you reach the end of the form it asks for your declaration. Enter your name and date
•
Then press ‘Submit’
• Note you can Save your progress by clicking on ‘Save’ if you need to return to the form, but note, this will not be classed as completed until you press Submit.
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have completed the Health Screening Questionnaire, please mark this task as Completed
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MYVIEW ONBOARDING COMPLETE THE EXPRESSION OF WISH FORM
• The next task is to complete the Expression of Wish Form. When you click the task it will open up an electronic form as shown below
As per your contract Your name
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MYVIEW ONBOARDING COMPLETE THE EXPRESSION OF WISH FORM
• Complete all the required information and add in the names of your beneficiaries (at least 1) and the % share of the benefit you wish to give them
• When completed, add your name and the date • Then press ‘Submit’ • Note you can Save your progress by clicking on ‘Save’ if you need to return to the form, but note, this will not be classed as completed until you press Submit.
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have completed the Expression of Wish form, please mark this task as Completed
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MYVIEW ONBOARDING READ THE HEALTH & SAFETY HANDBOOK AND SIGN DECLARATION
• The next task is to read the Health & Safety Handbook and sign the Declaration. Click the task and when you see the Downloads pop up appear at the top right of your screen, click ‘Open File’ to open the document.
•
Read the Booklet
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MYVIEW ONBOARDING READ THE HEALTH & SAFETY HANDBOOK AND SIGN DECLARATION
• The next task is to sign the declaration to confirm you have read the Health and Safety handbook
• Complete your details then press ‘Submit’
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have completed the Health and Safety Handbook and Declaration, please mark these tasks as Completed
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MYVIEW ONBOARDING READ THE PEOPLE’S PENSION LETTER AND BOOKLET
• The next task is to read the Pension Letter and Booklet
• Click the task, and the pop up will appear to download the document. Click ‘Open File’
• Read the letter. You can save this to your own personal files or just close it when done.
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MYVIEW ONBOARDING READ THE PEOPLE’S PENSION LETTER AND BOOKLET
• Click the task, and the pop up will appear to download the document. Click ‘Open File’
• Read the Booklet. You can save this to your own personal files or just close it when done.
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have completed the Pension tasks, please mark these tasks as Completed
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MYVIEW ONBOARDING VIEWING THE HR POLICIES
• For the next task we would like you to read some HR Policies.
• Click on the task to access the link to a shared OneDrive which contains the below policies:
• Open each Policy to read it. These cannot be downloaded but will be available to you again on our Intranet once you have started employment.
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• To acknowledge you have read and understood the HR Policies, please mark this task as Completed
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MYVIEW ONBOARDING UPLOAD MY CERTIFICATES
• The final task on the list is where you can upload any certificates (Optional NOT mandatory)
• Ensure you have saved your certificates in your personal files
• Click on the task and click Choose File
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MYVIEW ONBOARDING UPLOAD MY CERTIFICATES
• Select the file you wish to upload, click Open
•
Click OK
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MYVIEW ONBOARDING MARK TASK AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have uploaded your certificates, please mark this task as Completed
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MYVIEW ONBOARDING FINAL CHECKS TO OBTAIN 100% COMPLETION
• The aim is to reach 100% completion prior to you joining.
• The HR Admin team will be in contact to check your understanding of what you need to do within 24-48 hours of starting your onboarding • Please check back on your Onboarding Hub and ensure you have completed all the tasks (including the top task to open this Guidance Document). You could have done the tasks but just forgotten to go in and ‘Mark as Complete’
• If you didn’t upload any certificates, please mark this task as Complete in order to move to 100%
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MYVIEW ONBOARDING THANK YOU
• Thank you!
• If the HR Admin team has any queries with the documentation you have provided, they will be in touch with you directly
• If you have any queries at all during the completion of your onboarding tasks, please do not hesitate to get in touch (hr.admin@rendallandrittner.co.uk)
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