Can I keep track of what a new starter still needs?

Yes. You choose what every new starter needs once. Each person's checklist is at the top of their Employee details, with each item marked Done or Still needed, and a summary such as 3 of 5 done.

Before you start

New starters can't upload documents from the phone app. They send them to you, for example by email, and you add them to their Employee details.

  1. Open Settings, then New starter checklist.
  2. Tick the documents every new starter needs: Contract, Right to work, DBS check, Driving licence or Training certificate. Contract and Right to work are ticked to begin with.
  3. Under Your own items, add things you tick off by hand, such as Uniform issued or Van keys given. You can have up to 10.
  4. Open Team, tap the person, and look at New starter checklist at the top.

What happens next

A document is done by itself once you add one of that kind and it hasn't run out. Right to work is done once you record their right to work check. Your own items are done when you tap Mark as done, and the checklist shows who did it and when. If something doesn't apply, such as a driving licence for someone who doesn't drive, tap the three dots and choose Not needed for this person, and give the reason. It then doesn't count. To add a short note to any item, such as DBS applied 3 Nov, ref 12345, choose Add a note. Notes are up to 500 characters.

Each morning, To do shows New starters with things still needed, with each person's name and how many things are left. Tap Do it to open the first person's Employee details. It covers managers and cleaners who joined on or after 9 November 2026, not you. For people who joined before then, check their Employee details. To stop it, switch off Right to work, documents and new starters in Settings, To do cards.

Removing one of your own items takes it off everyone's checklist, with its ticks and notes.

Can my staff see their own checklist?

Yes, read-only. On the web, managers see Your new starter checklist on My profile, and cleaners see it after signing in. On the phone it's on My details, with a New starter checklist line on the Me tab. Each item shows Done, Still needed or Not needed. They never see the notes, or anyone else's checklist, and they can't change it, so they send you anything still needed.

If something goes wrong

  • A manager can't change their own checklist, or see its notes. On their own team page they see Your new starter checklist, read-only. The owner keeps it.
  • “You can have up to 10 of your own items. Remove one first.”: remove an item you don't need.
  • “Keep the note to 500 characters.”: shorten the note.

Who can do this

The owner, and managers the owner ticks Can see and change staff records for. Managers never see the owner's own checklist unless the owner switches on Let managers see my employee details. The person sees their own checklist, read-only, but never its notes. Other cleaners, accountants and customers see none of it.

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