Worked examples / A new starter
Six things before her first shift, from three different people.
Marsden Care has offered Bethan Lloyd a job as a care worker, starting on 22 September. Before she can work a shift, the office needs her right to work, her DBS certificate, two references, an occupational health form and her details for the contract. The references come from people who have never heard of Marsden Care and owe it nothing.
Invented exampleMarsden Care, Bethan, Fairhaven Lodge and everyone else here do not exist. The shape of a new starter is real; the names are not.
Before
Three weeks, the way it usually goes
Six things, three people, and an office that is also covering the rota.
An illustration. The names are made up.
By email, over three weeks: the office emails a starter pack with five attachments; Bethan sends a photograph of her passport with the corner cut off; two referees are emailed a form; one reference comes back printed, signed and scanned; her details come back with an eight-digit sort code and somebody rings her and writes the answer on a printout; nobody notices the second referee has not replied; the occupational health form is still unopened; and on the Friday before, whether she can start is answered by going through an inbox. In Docsroom, one file shows four of six things in, and the two that are not: the second reference, which has had a reminder, and the occupational health form.
In Docsroom
One file, and everyone who owes it something
The same three weeks, played through on Bethan’s pack.
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Her file, from the template
The office starts Bethan’s pack from the “New starter” template and adds what a care role needs: the DBS certificate, the occupational health form and a request for each reference.
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A link for each of them
Bethan gets a link to her own requests. Each referee gets a link to the one request that is theirs, and sees nothing else of Bethan’s.
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Sent back, not rung about
Her details arrive with an eight-digit sort code. The office sends the form back with a note; she corrects the one field and sends it again.
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The Friday question, on one screen
Four of six in, and the two that are not, with who owes each. The second reference is chased on its own, without chasing Bethan.
The Friday question, and what stays yours
The Friday question
Can she start on Monday? It is one screen: four of six in, and the two that are not, with who owes each. The answer used to take an inbox and a phone call.
What does not change
Somebody still reads the references and decides whether they are good enough, and somebody still checks the DBS certificate. Docsroom does neither. It makes sure the six things arrive in one place, and that the one still missing is obvious a week before it matters.
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