Generic Onboarding
- Overview
- Incase of Fire Procedure
- Holiday Requests
- Email System
- Internal Chat System - Rocketchat
- Matic Track - Getting Set Up
- Matic Manual
- Filesystems
- The Vault
- Procedure Overview Template
Overview
- In Case of Fire Procedure
- Holiday Requests
- Viewing Holiday Calendar
- Making a Holiday Requests
- Viewing your available Holiday Allowance
- Emails
- Logging into the Webmail
- Adding to your phone
- Internal Chat System
- MaticTrack - General Usage
- Matic Manual
- Accessing
- Adding
- Editing
- QR Code Generation
- Employee Handbook
- Accessing Files
- Onedrive
- Nethdd
- Root Folder
- Customers
- Quotes
- Projects
- The Vault (Password Manager)
Incase of Fire Procedure
- Proceed to the nearest fire exit
- Meet at the grass verge across the road
Holiday Requests
Accessing The Holiday Calendar
The holiday calendar is available in your Webmail or via the below links:
Making a Holiday Request
The holiday request procedure can be found here.
Holiday Period
Holidays run from January to December with a grace carry over period of 1 month into January.
You must give advance notice of 3 days for holidays less than 4 days, for anything longer a minimum of 3 weeks is required.
Viewing How Many Holidays you have for the Remaining Year
Your remaining holidays are shown...
On your most recent Payslip
As below
View Xero's Holiday Management Screen
When you are signed up to Payroll you will be given access to MyXero. This allows you to make holiday requests, view payslips and see available holiday allowance.
- Go to https://xero.com
- Click Login
- Login with your MyXero Details
- Click the "Time Off" tab
-
Your time off in hours is show under the holiday balance
Email System
Webmail
Our email is powered by Zimbra.
Accessing Webmail
You can access your email via this url https://webemail.maticmedia.co.uk/
Accessing Calendars
Once logged into email you can access your work calendars and shared calendars via the calendar tab
Accessing Shared Resources
Shared Email Mailboxes
- From the Mail tab
- From the folders section click find shares
- You will then be shown all the folders that have been shared with you
Shared Calendars
- From the Calendar Tab
- From the Calendars section on the left, click "Find Shares"
- Click the share you want to add
Setting Your Email Signature
- From the preferences tab
- Then select "Signatures" from the left hand menu
- Change the drop down to "Format as HTML"
- Enter your signature and click save
- Apply you signature to your New Messages and Replies
Out of Office
- From the preferences tab
- Click "Out of Office"
- Change the form as appropriate for your out of office
Forwarding Your Emails
- From the preferences tab
- From the left hand menu select "Mail"
- Under receiving message fill in the forwarding email section
- Click "Save"
Sharing Folders with Other Users
- To share any mail folder, right click the folder and click share.
- Enter the users email and click "Ok"
Sharing Calendars with Other Users
- Right click any Calendar and Click Share
-
Enter the users email address and click "Ok"
Adding your Emails to your Phone
For both Android and IOS mobile operating systems you use the IMAP and SMTP settings to set up your email.
Android Phone
This guide here explains how to add your IMAP email to GMAIL on android
Setting up email in Gmail on Android – Support | one.com
Apple Phone
This guide below explains how to add IMAP email address to MAIL on ISO
Add an email account to your iPhone, iPad, or iPod touch - Apple Support
Look for the section called "How to set up your email account manually"
Internal Chat System - Rocketchat
Accessing Rocketchat in Browser
You will be given you login details for Rocketchat by IT.
You can access rocketchat by visiting https://chat.maticmedia.co.uk/ in any browser
Adding to your Mobile Phone
You can add rocketchat to you mobile phone by following the guide here.
General Usage
You can see general usage in the rocket chat manual here
Matic Track - Getting Set Up
Accessing the MaticTrack
You can access the matictrack from this url: https://matictrack.maticmedia.co.uk/
What is the MaticTrack?
The MaticTrack is an Enterprise Resource and Planning software.
It manages, reports and tracks the following resources for us...
- Customer Information
- Company Details
- Contact Details
- Sales
- QuickQuotes
- Quotes
- Carts
- Orders
- Payments
- Artwork
- Catalogue
- Customer Price Lists
- Operations
- Projects
- Jobs
- Endpoints
- Dispatch
- Stock
- Job Planning
- Purchasing
- Remittances
- Purchase Orders
- Suppliers
- Accounts
- Invoicing
- Credits
- Journals
- Marketing
- Marketing Lists
- Third Party Systems Integration
- Graphic Warehouse Website
- CMS
- Ecommerce
- Blog
MaticTrack Manual
The MaticTrack manual is available here
Matic Manual
The Matic Manual is this website. It's a centralised manual that contains all the documentation for Matic Media Services Limited.
It is accessible from https://manual.maticmedia.co.uk/
Logging In
You can log in with the same username and password as the MaticTrack.
Structure
The document structure is made of of shelfs which contain books which have chapters and pages.
Books can be in multiple shelfs.
Searching
You can search for content via the search bar at the top
Formatting, Naming & Structure Guidelines
- Only Management can create shelves, you will not have permissions for this
- Search for content before adding your own
- Use Headers, Paragraphs and Lists for page structuring
- For manuals use the manual page template
Filesystems
Onedrive
| Marketing | Contains all the marketing documents |
| Strategy (Directors Only) | Contains all the strategy documentation for the business |
Internal File Systems
We have two internal file systems hosted within the business.
Unmanaged
Nethdd - This is an unmanaged directory structure i.e. it's managed by humans not computers.
Do not save files in the root directory. They will be deleted.
The Nethdd is accessible via drive Z or url \\192.168.0.10\nethdd\
You can setup a network map via the instructions here
Managed
The MaticTrack automatically manages folder structure for Customers, Quotes and Projects i.e. when a customer is created it automatically creates a folder.
DO NOT DELETE, EDIT OR MOVE ANY AUTO GENERATED FOLDER, IT WILL JUST BE REGENERATED
The ROOT folders are available here:
| Folder | Drive Letter | URL |
| Customers | L | \\192.168.0.10\ROOT\CUSTOMERS |
| Quotes | Q | \\192.168.0.10\ROOT\QUOTES |
| Projects | P | \\192.168.0.10\ROOT\PROJECTS |
| Matic Media Services Ltd | M | \\192.168.0.10\ROOT\CUSTOMERS\M\Matic Media Services Ltd |
You can setup a network map via the instructions here
The Vault
The vault is our shared password manager.
Instructions on how to use it can be found here.
Procedure Overview Template
Overview Description
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Details
| Location | |
| Occurrence | |
| Procedure Creator | |
| Procedure Owner | |
| Last Reviewed |
Steps
Step 1
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Step 2
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Step 3
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Step 4
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Step 5
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Step 6
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Step 7
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Recording Measures
Where should this be recorded?
Information on how the procedure is recorded
- When
- Where
- How
How is recording checked and analysed?
- Who checks to make sure it has been completed?
- How is this reported?