Onboarding a new worker: documents, contracts and induction

New workers onboard themselves on their phone from an invite: they add their details, upload their checks and certificates, complete the NDIS Worker Orientation Module, read your policies and sign their agreement. You verify what they upload and activate them.

Before you begin

• Permissions to create invites (workforce.invites.create), verify documents (workforce.invites.verify_documents) and activate (workforce.invites.activate).
• The person’s email address or mobile number.

Send an invite

1. Go to Team → Invites and onboarding and select Invite worker. (Hiring from Team → Recruitment sends one for you.)
2. Enter the Name, Email and Mobile, and tick how to Send by: Email, SMS or both.
3. Choose the Role, for example Support worker.
4. Choose the Home branch and Employment. For a contractor, enter the Hourly rate ($) and ABN; otherwise enter the Award classification.
5. Set the Start date and Onboarding due date.
6. Check the Onboarding pack and add an optional Personal message, then select Send invite.

To invite many people at once, select Bulk invite, paste or choose a CSV with the columns name, email, mobile, role, branch, employment and start, select Check, fix any rows marked Fix this row, then select Send … invites.

What the worker does

1. The worker opens the link and agrees to how you handle their information.
2. On Your onboarding they work through each step: Your details and emergency contacts, their screening check and certificates (with a photo of each), the NDIS Worker Orientation Module certificate, Read and acknowledge our policies, the Employment agreement (they type their full name to sign) and When you can work.
3. Optional steps include Pay, tax and super (with our payroll provider). Tax file numbers are never collected here.
4. When every required step is done, they select Submit.

Verify what they upload

1. On Team → Invites and onboarding, check the Progress column and the to verify badge.
2. Open the invite. Each step shows its status: Not started, In progress, Done, Awaiting verification, Verified or Returned.
3. Select View file to check the upload against the details they entered.
4. Select Verify, or select Return, write what they should fix and select Return to worker.

Activate the worker

1. When the status is Submitted for review and every required step is verified, select Approve and activate.
2. The worker becomes active and their profile opens. Verified checks become credentials on their record; the signed agreement is filed under Documents.
3. Check the profile’s Credentials tab and Rostering eligibility before rostering them.

Chase or cancel an invite

1. Select Resend to send the invite again with a fresh link.
2. Select Revoke, give a reason and select Revoke invite to cancel it. The link stops working.

Tips

• Invite links expire after 14 days. Resending makes a fresh link.
• The Orientation Module step is marked as audit evidence, so completed certificates support your Practice Standards evidence.

If something goes wrong

Add an email address or mobile number and choose how to send it.

Enter at least one contact and tick the matching Send by box.

Approve and activate is greyed out

It is available once the worker submits onboarding and every required step is verified.

A worker says their link doesn’t work

It may have expired or been revoked. Select Resend to send a fresh link.