This guidance document gives step by step instructions on completing your onboarding tasks prior to joining Odevo.
MYVIEW NEW STARTER ONBOARDING GUIDANCE DOCUMENT
WELCOME
Dear Colleague
We are delighted that you have accepted your new role within Odevo UK. Welcome to the team!
To enable the collection of information and documents from you prior to your start date, you have been assigned a number of onboarding tasks.
This guidance document will help assist you in completing these tasks, however, the HR Team at Rendall & Rittner will be able to answer any questions you may have (please refer to final page for contact details).
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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CONTENTS Contents
Page(s) Take me there (Click)
My Onboarding Hub
4
My Onboarding hub
My Onboarding Tasks
5
My Onboarding Tasks
View My Contract and Offer Letter (download, sign and upload)
6-17
My Contract and Offer Letter
View My Job Description and Non-Disclosure Agreement, sign and upload
18-19
My Job Description & Non-Disclosure Agreement
Uploading DBS documents
21-23
Upload my DBS Documents
Viewing/Updating Personal Details (including bank details)
24-34
View and Update my Personal Details
Completing the HMRC Starter Checklist
35-42
Complete and Upload the HMRC Starter Checklist
Completing the Health Screening Questionnaire
43-44
Complete the Health Screening Questionnaire
Completing the Expression of Wish Form
45-46
Complete the Expression of Wish Form
Reading the Health & Safety Guidance and signing the Declaration
47
Read the H&S Guidance and Sign Declaration
Reading the People’s Pension letter and booklet
48-49
Read the People's Pension Information
HR Policies
50-51
Read the HR Policies
Final check all tasks completed
52
All tasks marked as Completed
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MY ONBOARDING HUB
Your Start Date and Countdown
Your Employee Number
Your Manager
Your Onboarding Documents (offer letter and contract)
Your %age of onboarding tasks completed
Your first day information
Your Onboarding tasks
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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.
Note:
•
• 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 Letters sit within the Onboarding Documents to the left of the screen on your Dashboard
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MY CONTRACT AND OFFER LETTER
• To view your Contract of Employment and Offer Letter, firstly click the ‘Onboarding Documents’ button
• You will then see your Contract of Employment and Offer Letter located here.
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MY CONTRACT
• Select your ‘Contract of Employment’ document
• Then click on the ‘Download this document’ button
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MY CONTRACT
• A window will pop up on the top right-hand corner of your screen to show the document that you have just downloaded.
Click to open File
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MY CONTRACT
• 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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SIGN & SAVE MY CONTRACT
• 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 Employee and Signed and type the date
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SIGN & SAVE MY CONTRACT
• 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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UPLOAD MY SIGNED CONTRACT
• 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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UPLOAD MY SIGNED CONTRACT
• 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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UPLOAD MY SIGNED CONTRACT
• It will pull that document through. You can add a comment if you wish
• Click on ‘Submit’
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MY OFFER LETTER
• Click back to your Onboarding documents and find your Offer Letter • Download the document and save your offer letter to your own files (no need to sign and return)
15
MY 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.
16
MY CONTRACT AND OFFER LETTER MARK TASK AS COMPLETED
• 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
17
MY JOB DESCRIPTION AND NON-DISCLOSURE AGREEMENT
• Repeat the steps shown in slides 7-14 to download, save, sign and upload both your Job Description and Non- Disclosure Agreement.
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MY JOB DESCPTION AND NON-DISCLOSURE AGREEMENT – MARK TASKS AS COMPLETED
• Click back on the Onboarding button to return to your Onboarding Hub
• Now you have uploaded your signed Job Description and NDA, please mark these tasks as Completed
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ONBOARDING HUB
• After viewing your Onboarding Documents, click on the Onboarding button to take you back to the Onboarding Hub.
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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 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
21
UPLOADING 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’
22
UPLOADING 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 MyView record for the HR team to download
• You will receive an email with a link to complete your pre-screening from Zellis Background Screening once this has been initiated by the HR team
23
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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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
• Then click on the ‘Next’ button
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VIEW AND UPDATE MY PERSONAL DETAILS
• Contact Details • Enter any missing phone numbers. Your address should be there but amend if incorrect
• Then click on the ‘Next’ button
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VIEW AND UPDATE MY PERSONAL DETAILS (EMERGENCY CONTACTS)
• 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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VIEW AND UPDATE MY PERSONAL DETAILS (EMERGENCY CONTACTS)
• 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
• Once all added, click on ‘Next’ button
28
VIEW AND UPDATE MY PERSONAL DETAILS (BANK DETAILS)
• Add your Bank details
• Select Bank Type (Bank or Building Society)
29
VIEW AND UPDATE MY PERSONAL DETAILS (BANK DETAILS)
• When ‘Bank Account’ is selected, the screen changes to this.
• Click the Edit button next to Account Number
30
VIEW AND UPDATE MY PERSONAL DETAILS (BANK DETAILS)
• Enter your Account Number against ‘New Account Number’ box
Enter your Sort Code
•
• Press the Tab button on your keyboard
31
VIEW AND UPDATE MY PERSONAL DETAILS (BANK 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 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.
32
VIEW AND UPDATE MY PERSONAL DETAILS
You will receive a confirmation that your details have been updated and submitted to HR
Click the Close button
33
VIEW AND UPDATE MY PERSONAL DETAILS - MARKTASK 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
34
COMPLETE THE HMRC STARTER CHECKLIST
• The next task is to complete the HMRC Starter Checklist. When you click the link in the task it will open up the webpage for Gov.uk as shown below.
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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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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 questions 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 Odevo UK, again press Continue
37
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 ask for your declaration that the information provided is correct. If they are, click Accept and continue
38
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 previously done with your Contract)
39
COMPLETE THE HMRC STARTER CHECKLIST
• Click Onboarding Documents button
• Click Upload a new document
40
COMPLETE THE HMRC STARTER CHECKLIST
Click Choose File
•
• Select your file then click ‘Open’
41
COMPLETE THE HMRC STARTER CHECKLIST
Click ‘Submit’
•
• You now see it here and this has been submitted to HR to view
42
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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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.
44
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
45
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 and 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.
46
READ THE H&S 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 (note this is an R&R document)
47
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.
48
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.
49
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 MyView once you have started employment
50
HR POLICIES – MARK TASK AS COMPLETE
• Click back on the Onboarding button to return to your Onboarding Hub
• To acknowledge you have read and understood the HR Policies, mark this task as Completed
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ENSURE ALL TASKS MARKED AS COMPLETED
• The aim is to reach 100% completion prior to you joining.
• The HR 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’
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THANK YOU
• Thank you!
• Your HR Operations team:
• Lisa Fitzgerald - Head of HR Operations @ Rendall & Rittner (lisa.fitzgerald@rendallandrittner.co.uk)
• Belinda Trotter - HR Administrator @ Rendall & Rittner (Belinda.trotter@rendallandrittner.co.uk)
• If you have any queries at all during the completion of your onboarding tasks, please do not hesitate to get in touch
July 2025
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