This article is for our customers in the United Kingdom. Find the Australian version here.
Your employer is using Deputy to streamline your onboarding process to reduce the need for paper forms. With Deputy, you can complete your onboarding forms on your phone or computer and upload photos of any necessary documents.
In this article, you will learn
- What information you will be asked to provide
- How to complete the onboarding forms
- Documents to upload (if required by your employed)
- Forms to Sign (if required by your employer)
- How to review and submit the forms
- Watch a video to see how to complete your onboarding
What information you will be asked to provide
Onboarding allows your employer to digitally collect and record vital information. This includes:
- Personal & emergency contact details
- Bank (payment deposit) information
- Your tax details
- Providing your right to work information
Your employer may also ask you to upload files or photos of your identity documents or relevant certificates related to your work.
How to complete the onboarding forms
You will receive an invitation link via email and SMS inviting you to start filling out your new starter details.
You may see a message like this on your phone:
Or an email like this:
You can complete it on your phone or computer. Simply click the link to Get started!
Please note that the example shown below is the process as shown on a mobile phone. You can also complete the onboarding process on a computer, and the experience is similar, if not exactly the same as what is displayed below.
Enter your preferred name, date of birth, home address and emergency contact details. Tap Save to return to the main menu.
Note: Your preferred name is the name you’d like to be known as by your teammates but won’t be used for payroll or where your legal name is required.
In Bank Details, enter the bank account details of where you want your pay deposited including Account Name, Sort Code and Account Number.
Complete the details for your New Starter Checklist form.
In this step, you will need to answer questions regarding your employment, tax and student loan status to ensure that you are taxed correctly. For assistance in filling out this form, you can watch this video.
If you have a P45 from your previous employer, you can upload it in this section.
Right to work
You must select one of the following:
- a British or Irish citizen
- a citizen of another country
Once selected, you will be prompted to upload the necessary identification to prove your eligibility to work in the UK and/or supporting documents.
If you are a citizen of another country, you will have the option to provide your share code. You can learn more about share codes here.
Upload a document
If your employer has requested a copy of a document such as a driver's licence or evidence of training certification, you will see a Documents we need from you tab.
You must upload the requested doc to complete your onboarding.
Simply upload or drag & drop each document requested. You can only upload one file per document request. Make sure your file is less than 10MB and one of the following file types: .png, .jpg, .pdf.
Pro tip: on mobile, you can use your camera to take a photo and upload it.
Forms to Sign
If your employer has requested you complete a form and sign it, you will see a Documents you need to sign or acknowledge tab. Tap on it.
The documents you need to sign or acknowledge will be shown on the next screen. Click on Fill out document and then tap on each field that needs to be completed.
When it comes to signing the document, you can sign:
- using your finger, stylus or mouse
- type your name
- take a photo of your signature
Once all required fields are complete you can click Continue.
Lastly, you need to click I agree and then Close.
If you have more documents to complete and sign continue using the same process until all listed documents have been signed.
You will receive a copy of the signed documents (via email) once your manager has approved your onboarding form.
Review and submit your form
When you have successfully filled in your forms, you will see ticks against each section successfully completed and a prompt at the bottom of the screen, stating that you have completed your forms. Click the 'Review' button.
You will be given the opportunity to review and edit your forms before submission. If any of the forms need to be edited you can go back into the section and change the details by clicking on the Edit button.
If all the information is correct, click the Submit prompt at the bottom of the screen.
After submitting your form, you will see a page where you can download the Deputy app.
If you have not completed any section correctly your manager may send you another prompt to review and complete the sections in question.
You will also receive your Deputy invitation email and instructions on how to log in.
Watch a video to see how to complete your onboarding
Please read more about Getting started as an Employee in Deputy