Choose what information every starter must provide.
Complete workflow
From invitation to approved and ready for work.
Employees complete their part, managers verify the right evidence and admins retain a clear completion record.
01Invite the employeeShow stepHide step⌄
The new starter receives an invitation, creates their password and enters the employee portal.
- No shared credentials
- Setup-required status remains visible
- Secure password recovery
Sally HughesSetup required
InvitationSent
LoginNot complete
02Collect employee informationShow stepHide step⌄
Personal details, emergency contacts and required onboarding sections are completed in the employee portal.
- Section-by-section progress
- Request changes when needed
- Sensitive details revealed only when authorised
Employee submittedComplete
Emergency contactComplete
ReviewRequired
03Verify compliance and qualificationsShow stepHide step⌄
Admins review Right to Work, role-specific qualifications and other evidence required by the venue.
- Right to Work status
- Expiry dates and alerts
- Outstanding qualification visibility
Right to WorkVerified
Lifeguard awardValid
Boat driverRequired
04Set employment detailsShow stepHide step⌄
Pay rate, role, start date and the correct contract or employment terms are set before approval.
- Pay-rate history
- Role and start date
- Employment setup linked to onboarding
RoleLifeguard
Pay rate£12.50/hr
Start date24 May
05Issue documents and termsShow stepHide step⌄
Company documents and employment terms are issued for acknowledgement or signature, with outstanding actions kept visible.
- Required-document assignment
- Signature and acceptance dates
- Waiting-for-employee status
Employment termsWaiting
Staff handbookAccepted
Safety policyRead
06Approve onboardingShow stepHide step⌄
Admin sees what is complete, what needs action and what is waiting for the employee before selecting Approve Onboarding.
- No browser-alert dead ends
- Direct link to missing setup
- Auditable approval
Requirements5 of 6
WaitingTerms signature
ApprovalBlocked
07Keep development on the recordShow stepHide step⌄
Department training can be scheduled as paid or unpaid, attendance recorded and topics covered saved to each person’s history.
- Internal or external trainer
- Department notifications
- Attendance and training notes
Aquapark inductionAttended
TrainerJack Constable
PaidYes
Your venue, your rulesOnboarding sections Required documents Employment terms Qualifications Training pay Sensitive access
Configure it around the way your team operates.
Assign policies, handbooks and role-specific reading.
Use the correct terms or contract for each employee.
Set required evidence and expiry expectations by role.
Mark sessions as paid or unpaid.
Restrict the people who can reveal protected employee information.
Clear by roleAdmin Manager Employee
Everyone sees what they need to act.
Admin view
Configures requirements, reviews sensitive evidence and approves onboarding.
Manager view
Monitors readiness, qualifications and training within their permitted scope.
Employee view
Completes information, reads documents, signs terms and sees their training record.
Frequently asked
Useful answers before the demo.
Can onboarding be approved before employment terms are signed?
If terms are required, AquaTrak keeps approval blocked and shows whether they have not been issued or are waiting for the employee.
Can a manager see every sensitive detail?
Access can be restricted. Sensitive information uses permission-controlled, audited reveal actions.
Does training stay on the employee record?
Yes. Attendance, trainer and topics covered can remain connected to the employee’s history.
See it with your operation
Walk through hr, onboarding & training with AquaTrak.
Tell us how your venue works and we’ll show the parts that would make the biggest difference.