Creating and Onboarding New Employees in S4Labour

This method for creating new employees relies on your team member having access to S4Connect (employee app)

If your employee does not have a smartphone, or if you ever need to manually add a new employee, you should click on ‘employee wizard‘ instead.

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🚀 Create a New Employee

1. Click the People icon in the navigation bar.

2. Select "Create New Employees".

   

🔴 Mandatory fields are marked with a red asterisk. These must be completed before proceeding.

Once all required fields are filled, click "Add" to prepare the invitation.

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✅ System Checks Before Sending

Before the invitation is sent, the system will:

• Verify that all mandatory details are provided.
• Check that the minimum wage is met based on the employee’s date of birth (DOB).

⚠️ If there are any issues, a pop-up window will highlight what needs to be corrected.

You can click the pencil and pad icon to edit the employee’s details and resolve any flagged issues.

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✉️ What Happens After Sending the Invitation?

Once you click "Send Invitation":

• The employee receives an email with:
  • Their S4Labour username
  • A sign-up code for the Connect app

📌 Example email shown above.

• The employee’s record moves to the Team Progress tab.

🔍 Note: Employees will not appear under "View All Employees" until onboarding is complete. However, they will appear on the rota and can be assigned shifts.

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📊 Tracking Onboarding Progress

The Team Progress tab allows managers to monitor each new starter’s onboarding journey.

• Click the employee’s email address to re-send the invitation if needed.

  

• If the email is incorrect, click "Cancel Self Setup" to remove and re-add the employee with the correct details.

As employees complete onboarding steps in the app, each stage will turn green in the Team Progress tab.

🟢 Example: An employee who has signed up to the app but not completed further steps.

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🔁 Regular Review is Key

📅 Tip: Regularly check the Team Progress tab to ensure onboarding is moving forward.

You cannot lock the rota until all new starters have:

1. Completed all onboarding stages
2. Had their Right to Work (RTW) documents reviewed and authorised by a manager

To finalise onboarding, managers must click "Review and Authorise" and confirm that RTW documentation matches what was seen in person.

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👣 Employee Onboarding Journey

Here’s what employees need to complete:

1. Summary Details

   

2. Basic Details

   

3. Emergency Contact Information

   

4. Upload P45 or Starter Checklist

   

5. Complete RTW Documentation

   
   (Options vary based on nationality and Home Office guidance)

6. Upload RTW Proof Documents

   

7. Upload Profile Picture

   

8. Preview & Sign Contract

   

9. Enter Bank Details

   
   ➡️ Pressing "Next" here completes the onboarding process.