Generic Onboarding

Overview

  1. In Case of Fire Procedure
  2. Holiday Requests
    1. Viewing Holiday Calendar
    2. Making a Holiday Requests
    3. Viewing your available Holiday Allowance
  3. Emails
    1. Logging into the Webmail
    2. Adding to your phone
  4. Internal Chat System
  5. MaticTrack - General Usage
  6. Matic Manual
    1. Accessing
    2. Adding
    3. Editing
    4. QR Code Generation
  7. Employee Handbook
  8. Accessing Files
    1. Onedrive
    2. Nethdd
    3. Root Folder
      1. Customers
      2. Quotes
      3. Projects
  9. The Vault (Password Manager)

Incase of Fire Procedure

  1. Proceed to the nearest fire exit
  2. Meet at the grass verge across the road

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Holiday Requests

Accessing The Holiday Calendar

The holiday calendar is available in your Webmail or via the below links:

View in Browser https://webemail.maticmedia.co.uk/home/holidays@maticmedia.co.uk/Calendar.html
ICS Format https://webemail.maticmedia.co.uk/home/holidays@maticmedia.co.uk/Calendar
Caldav https://webemail.maticmedia.co.uk/caldav/holidays@maticmedia.co.uk/Calendar

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

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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.

  1. Go to https://xero.com
  2. Click Login
  3. Login with your MyXero Details
  4. Click the "Time Off" tab

    image-1657289128967.png


  5. Your time off in hours is show under the holiday balance
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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

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Accessing Shared Resources

Shared Email Mailboxes
  1. From the Mail tab

    image-1657289432094.png

  2. From the folders section click find shares

    image-1657289474816.png


  3. You will then be shown all the folders that have been shared with you

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Shared Calendars
  1. From the Calendar Tab
    image-1657289370253.png
  2. From the Calendars section on the left, click "Find Shares"

    image-1657289569265.png

  3. Click the share you want to add

    image-1657289605141.png


Setting Your Email Signature

  1. From the preferences tab

    image-1657289634361.png

  2. Then select "Signatures" from the left hand menu

    image-1657289664427.png

  3. Change the drop down to "Format as HTML"

    image-1657289713216.png


  4. Enter your signature and click save
  5. Apply you signature to your New Messages and Replies

    image-1657289757015.png


Out of Office

  1. From the preferences tab

    image-1657289634361.png

  2. Click "Out of Office"

    image-1657289787896.png


  3. Change the form as appropriate for your out of office

Forwarding Your Emails

  1. From the preferences tab

    image-1657289634361.png

  2. From the left hand menu select "Mail"

    image-1657289842533.png


  3. Under receiving message fill in the forwarding email section

    image-1657289868373.png


  4. Click "Save"

Sharing Folders with Other Users

You can also share mailboxes with mailing lists like everyone@

  1. To share any mail folder, right click the folder and click share.
    image-1657289947188.png
  2. Enter the users email and click "Ok"

    image-1657289992733.png

Sharing Calendars with Other Users

You can also share calendars with mailing lists like everyone@

  1. Right click any Calendar and Click Share

    image-1657290045480.png


  2. Enter the users email address and click "Ok"
    image-1657290061254.png

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...

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

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Formatting, Naming & Structure Guidelines

Filesystems

Onedrive

The shared one drive folder is accessible when you log into your Office 365 subscription.  Some folders are auto shared

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

Description of step, image demonstrating step shown below.

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Step 2

Description of step, image demonstrating step shown below.

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Step 3

Description of step, image demonstrating step shown below.

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Step 4

Description of step, image demonstrating step shown below.

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Step 5

Description of step, image demonstrating step shown below.

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Step 6

Description of step, image demonstrating step shown below.

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Step 7

Description of step, image demonstrating step shown below.

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Recording Measures

Where should this be recorded?

Information on how the procedure is recorded

How is recording checked and analysed?

Video