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Onboarding Process — How the digital forms work together

Document Information

Field Value
Document Reference PROC_ONBOARDING_01
Issue Number 1
Issue Date 13 May 2026
Next Review 13 May 2027
Controlled By Leanne Mason (Director — Finance/Admin)
Approved By Aaron Mason, Managing Director

What this is

The end-to-end onboarding workflow for new starters (employees) and sub-contractors at A M Water Services Ltd. Describes which Gravity Forms get completed in what order, who submits them, who receives them, and how Leanne tracks a new starter through to "fully onboarded". Maps to Achilles UVDB B2.4 (Employment Practice) + B2.5 (Training & Capability) evidence.

Missing step — add a new starter to the management system registers

This process ends at "mark new starter as fully onboarded" and never adds the person to the registers that make up the management system.

That gap was found on 15/09/2026 when Laura Walden, in post since 08/06/2026, was discovered to be absent from the organisational chart, the roles manual, the acknowledgement register, the training matrix and the job descriptions. The onboarding forms may all have been completed. The registers that make up the management system were not updated.

Step 7 — on completion of the induction checklist, the following are updated before the starter is marked onboarded:

# Register Owner
1 Policy acknowledgement register — starter signs Leanne Mason
2 APP_12 Training Matrix — role competence requirements recorded Leanne Mason
3 ORG001 Organisational chart — added to the structure Leanne Mason
4 Job descriptions — JD exists for the role Leanne Mason
5 IT access list under POL_HSQE_30 Section 1 Aaron Mason
6 DSE assessment where the role is desk-based Leanne Mason

These updates take five minutes and prevent the same failure for the next starter.

Owner: Leanne Mason. In effect from 15/09/2026.

The two onboarding paths

AMWS has two onboarding paths. They share forms but differ in the starting trigger and the contract type:

New Starter (Employee) New Sub-Contractor
Trigger Offer accepted following RP001 Recruitment Procedure New supplier added by Leanne after PQQ
Contract Employment contract Sub-Contractor Agreement (HR_FM_10)
Onboarding hub /forms/onboarding-new-starter/ /forms/onboarding-subcontractor/
Right-to-Work check Yes (mandatory) Yes (mandatory)
Induction needed Yes — day 1 Yes — before first job

Both paths end in the same state: a fully-onboarded individual ready to work, with all statutory records on file.

Path 1 — New Starter (Employee) onboarding

Step-by-step flow

1. Offer letter sent       (Leanne, paper/email — outside the forms system)
2. New Starter Information (HR_FM_04, GF 35)  → submitted by the new starter
3. Disability & Health     (HR_FM_02, GF 37)  → submitted by the new starter (confidential)
4. Convictions Disclosure  (FORM_CONVICT_01, GF 41) → submitted by the new starter (confidential)
5. Driver & Licence Check  (FORM_DRIVE_CHK_01, GF 42) → if role involves driving
6. WTR 48-Hour Opt-Out     (HR_FM_08, GF 39)  → optional, statutory record either way
7. Induction Checklist     (HS_FM_25, GF 30)  → completed on day 1, Leanne inducts
8. R2W Procedure verification (PROC_R2W_01)   → paper/in-person check by Leanne

What Leanne should see in her inbox (in order)

# Form From Subject line starts with Action
1 New Starter Information Sean + Leanne + Joanne New Starter — [Name] — start [Date] File personal/bank details in personnel folder
2 Disability & Health Sean + Leanne (confidential) Confidential — Disability & Health — [Name] File in confidential medical section; flag any reasonable adjustments to Sean
3 Convictions Disclosure Aaron + Leanne (confidential) Confidential — Convictions Disclosure — [Name] Aaron reviews; file in confidential personnel section
4 Driver & Licence Check Leanne + Jason + Joanne Driver Check — [Name] Verify DVLA share-code online; file
5 WTR Opt-Out Leanne + Joanne WTR 48-hour decision — [Name] File in personnel folder (statutory retention)
6 Induction Checklist Leanne + Sean + Joanne Induction completed — [Name] Mark new starter as fully onboarded

Leanne's checklist per new starter

Until a workflow tool is in place, Leanne tracks each new starter through this manual checklist (one Excel column per person):

  • [ ] New Starter Information received
  • [ ] Disability & Health received (or marked N/A)
  • [ ] Convictions Disclosure received (or marked N/A — already in personnel file)
  • [ ] Driver & Licence Check received (or N/A — doesn't drive)
  • [ ] WTR Opt-Out received (Yes or No — both count)
  • [ ] R2W manual check completed + photo of passport/share-code attached to personnel file
  • [ ] Induction Checklist received
  • [ ] Personnel folder set up + Sub-Contractor / Employee contract signed
  • [ ] Added to APP_12 Training Matrix / APP_13 Tickets register
  • [ ] Added to Org Chart (if not labour-supply)
  • [ ] Marked "fully onboarded" in Leanne's master spreadsheet

When all ticked: the person is ready to work.

Chasing missing forms

If a step is missing 48 hours after the new starter's start date:

  1. Email the new starter directly with the form link
  2. CC Aaron if it's the second prompt
  3. Don't let an operative start work until R2W + Induction are both done

Path 2 — Sub-Contractor onboarding

Step-by-step flow

1. PQQ + insurance / ticket check         (outside the forms system — Leanne does on paper)
2. Sub-Contractor Agreement (HR_FM_10, GF 40)  → submitted by Leanne for the sub-contractor
3. Convictions Disclosure   (FORM_CONVICT_01, GF 41) → submitted by the sub-contractor
4. Driver & Licence Check   (FORM_DRIVE_CHK_01, GF 42) → if role involves driving
5. R2W Procedure verification (PROC_R2W_01)            → paper / in-person check
6. Induction Checklist      (HS_FM_25, GF 30)          → before first job

Sub-contractors don't fill in Disability & Health, WTR Opt-Out or New Starter Information (those are for employees).

What Leanne should see in her inbox (in order)

# Form From Action
1 Sub-Contractor Agreement Leanne + Aaron + Joanne Add to APP_19 Approved Supplier Register; assign sub-contractor ID
2 Convictions Disclosure Aaron + Leanne (confidential) Aaron reviews
3 Driver & Licence Check Leanne + Jason + Joanne DVLA verify
4 Induction Checklist Leanne + Sean + Joanne Mark sub-contractor as active in APP_19

Leanne's checklist per sub-contractor

  • [ ] PQQ pack received + reviewed
  • [ ] Insurances verified (PL ≥ £5m, EL ≥ £10m if applicable)
  • [ ] Sub-Contractor Agreement signed both sides
  • [ ] Convictions Disclosure received
  • [ ] Driver Check received (or N/A)
  • [ ] R2W manual check completed
  • [ ] Induction Checklist completed
  • [ ] Added to APP_19 with rating + review date
  • [ ] Marked "active" in the labour-supply tab of the master register

Notification routing recap

Every onboarding form notifies Leanne. Some also notify others. The table below shows which forms reach Aaron / Sean / Jason / Joanne:

Form Sean Aaron Leanne Jason Joanne
New Starter Information — — ✓ — ✓
Disability & Health ✓ — ✓ — —
Convictions Disclosure — ✓ ✓ — —
Driver & Licence Check — — ✓ ✓ ✓
WTR Opt-Out — — ✓ — ✓
Sub-Contractor Agreement — ✓ ✓ — ✓
Induction Checklist ✓ — ✓ — ✓
Medication Reporting (later, if applicable) ✓ — ✓ — —

Confidential forms (Disability & Health, Convictions, Medication) deliberately don't go to Joanne or wider recipients.

Improvements planned (future)

The manual checklist works today. Possible improvements:

  1. Gravity Forms confirmation redirects. Chain Form 35 → 37 → 41 → ... so the new starter completes them all in one sitting from the Onboarding Hub. Currently the hub displays them as separate links; chaining would add a "Next step →" button on each confirmation page.
  2. GravityFlow add-on (separate licence): would let Leanne see a single dashboard per new starter showing which forms have landed and which are outstanding. Worth considering if onboarding volume grows.
  3. Auto-populate the APP_13 Tickets & Qualifications register from the Driver Check + Induction Checklist submissions, so Leanne does not have to key the data twice.

For now, the manual checklist in this document is the workflow.

This document forms part of A M Water Services Limited's Integrated Management System. Paper copies are uncontrolled when printed.