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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.

The two onboarding paths

AMWS has two distinct onboarding journeys. They share forms but differ in 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 converge on the same final 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 we have a workflow tool, Leanne tracks each new starter through this manual checklist (Excel column per person works fine):

  • [ ] 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 by design — review the table to know 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)

Manual checklist works today. To level up the workflow:

  1. Gravity Forms confirmation redirects — chain Form 35 → 37 → 41 → ... so the new starter completes them all in one sitting from the Onboarding Hub without bouncing around. 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 doesn't double-key.

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.