# Generic Onboarding

# Overview

1. [In Case of Fire Procedure](https://manual.maticmedia.co.uk/books/generic-onboarding/page/incase-of-fire-procedure "Incase of Fire Procedure")
2. [Holiday Requests](https://manual.maticmedia.co.uk/books/generic-onboarding/page/holiday-requests "Holiday Requests")
    1. Viewing Holiday Calendar
    2. Making a Holiday Requests
    3. Viewing your available Holiday Allowance
3. [Emails](https://manual.maticmedia.co.uk/books/generic-onboarding/page/email-system "Email System")
    1. Logging into the Webmail
    2. Adding to your phone
4. [Internal Chat System](https://manual.maticmedia.co.uk/books/generic-onboarding/page/internal-chat-system-rocketchat "Internal Chat System - Rocketchat")
5. [MaticTrack - General Usage](https://manual.maticmedia.co.uk/books/generic-onboarding/page/matic-track-getting-set-up "Matic Track - Getting Set Up")
6. [Matic Manual](https://manual.maticmedia.co.uk/books/generic-onboarding/page/matic-manual "Matic Manual")
    1. Accessing
    2. Adding
    3. Editing
    4. QR Code Generation
7. [Employee Handbook](https://manual.maticmedia.co.uk/books/employee-handbook/page/employee-handbook "Employee Handbook")
8. [Accessing Files](https://manual.maticmedia.co.uk/books/generic-onboarding/page/filesystems "Filesystems")
    1. Onedrive
    2. Nethdd
    3. Root Folder 
        1. Customers
        2. Quotes
        3. Projects
9. [The Vault (Password Manager)](https://manual.maticmedia.co.uk/books/generic-onboarding/page/the-vault "The Vault")

# Incase of Fire Procedure

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

[![image-1657292406704.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657292406704.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657292406704.png)

# Holiday Requests

### Accessing The Holiday Calendar

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

<table border="1" id="bkmrk-view-in-browser-http" style="border-collapse: collapse; width: 100%;"><tbody><tr><td style="width: 49.9383%;">**View in Browser**</td><td style="width: 49.9383%;">[https://webemail.maticmedia.co.uk/home/holidays@maticmedia.co.uk/Calendar.html](https://webemail.maticmedia.co.uk/home/holidays@maticmedia.co.uk/Calendar.html)</td></tr><tr><td style="width: 49.9383%;">**ICS Format**</td><td style="width: 49.9383%;">[https://webemail.maticmedia.co.uk/home/holidays@maticmedia.co.uk/Calendar](https://webemail.maticmedia.co.uk/home/holidays@maticmedia.co.uk/Calendar)</td></tr><tr><td style="width: 49.9383%;">**Caldav**</td><td style="width: 49.9383%;">[https://webemail.maticmedia.co.uk/caldav/holidays@maticmedia.co.uk/Calendar](https://webemail.maticmedia.co.uk/caldav/holidays@maticmedia.co.uk/Calendar)</td></tr></tbody></table>

### Making a Holiday Request

[The holiday request procedure can be found here. ](https://manual.maticmedia.co.uk/books/attendance-holidays/page/holiday-request-procedure "Holiday Request Procedure")

### 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

[![image-1657287310050.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657287310050.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657287310050.png)

#### 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](https://xero.com)
2. Click Login
3. Login with your MyXero Details
4. Click the "Time Off" tab  
    [![image-1657289128967.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289128967.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289128967.png)
5. Your time off in hours is show under the holiday balance  
    [![image-1657289159725.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289159725.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289159725.png)

# Email System

### Webmail

Our email is powered by Zimbra.

#### Accessing Webmail

You can access your email via this url [https://webemail.maticmedia.co.uk/](https://webemail.maticmedia.co.uk/)

#### Accessing Calendars

Once logged into email you can access your work calendars and shared calendars via the calendar tab

[![image-1657289370253.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289370253.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289370253.png)

#### Accessing Shared Resources

##### Shared Email Mailboxes

1. From the Mail tab  
    [![image-1657289432094.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289432094.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289432094.png)
2. From the folders section click find shares  
    [![image-1657289474816.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289474816.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289474816.png)
3. You will then be shown all the folders that have been shared with you  
    [![image-1657289516390.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289516390.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289516390.png)

##### Shared Calendars

1. From the Calendar Tab  
    [![image-1657289370253.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289370253.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289370253.png)
2. From the Calendars section on the left, click "Find Shares"  
    [![image-1657289569265.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289569265.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289569265.png)
3. Click the share you want to add  
    [![image-1657289605141.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289605141.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289605141.png)

#### Setting Your Email Signature

1. From the preferences tab  
    [![image-1657289634361.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289634361.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289634361.png)
2. Then select "Signatures" from the left hand menu  
    [![image-1657289664427.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289664427.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289664427.png)
3. Change the drop down to "Format as HTML"  
    [![image-1657289713216.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289713216.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289713216.png)
4. Enter your signature and click save
5. Apply you signature to your New Messages and Replies  
    [![image-1657289757015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289757015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289757015.png)

#### Out of Office

1. From the preferences tab  
    [![image-1657289634361.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289634361.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289634361.png)
2. Click "Out of Office"  
    [![image-1657289787896.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289787896.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/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](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289634361.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289634361.png)
2. From the left hand menu select "Mail"  
    [![image-1657289842533.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289842533.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289842533.png)
3. Under receiving message fill in the forwarding email section  
    [![image-1657289868373.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289868373.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289868373.png)
4. Click "Save"

#### Sharing Folders with Other Users

<p class="callout info">You can also share mailboxes with mailing lists like **everyone@**</p>

1. To share any mail folder, right click the folder and click share.  
    [![image-1657289947188.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289947188.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289947188.png)
2. Enter the users email and click "Ok"  
    [![image-1657289992733.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657289992733.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657289992733.png)

#### Sharing Calendars with Other Users

<p class="callout info">You can also share calendars with mailing lists like **everyone@**</p>

1. Right click any Calendar and Click Share  
    [![image-1657290045480.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657290045480.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657290045480.png)
2. Enter the users email address and click "Ok"  
    [![image-1657290061254.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657290061254.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/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](https://help.one.com/hc/en-us/articles/115005863205-Setting-up-email-in-Gmail-on-Android)

##### 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](https://support.apple.com/en-us/HT201320)

<p class="callout info">Look for the section called "**How to set up your email account manually**"</p>

# 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/](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.](https://manual.maticmedia.co.uk/books/chat-software-rocketchat-maticchat "Chat Software (Rocketchat / Matic.Chat)")

### General Usage

[You can see general usage in the rocket chat manual here](https://manual.maticmedia.co.uk/books/chat-software-rocketchat-maticchat/page/general-usage "General Usage")

# Matic Track - Getting Set Up

### Accessing the MaticTrack

You can access the matictrack from this url: [https://matictrack.maticmedia.co.uk/](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](https://manual.maticmedia.co.uk/books/matic-track "Matic Track")

# 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/](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

[![image-1657292215855.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/scaled-1680-/image-1657292215855.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2022-07/image-1657292215855.png)

### Formatting, Naming &amp; 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

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

<table border="1" id="bkmrk-marketing-contains-a" style="border-collapse: collapse; width: 100%;"><tbody><tr><td style="width: 49.9383%;">Marketing</td><td style="width: 49.9383%;">Contains all the marketing documents</td></tr><tr><td style="width: 49.9383%;">Strategy (Directors Only)</td><td style="width: 49.9383%;">Contains all the strategy documentation for the business</td></tr></tbody></table>

### 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\\

<p class="callout info">[You can setup a network map via the instructions here](https://manual.maticmedia.co.uk/books/networking/page/network-map)</p>

#### Managed

The MaticTrack automatically manages folder structure for Customers, Quotes and Projects i.e. when a customer is created it automatically creates a folder.

<p class="callout warning">DO NOT DELETE, EDIT OR MOVE ANY AUTO GENERATED FOLDER, IT WILL JUST BE REGENERATED</p>

The ROOT folders are available here:

<table border="1" id="bkmrk-folder-drive-letter-" style="border-collapse: collapse; width: 100%;"><tbody><tr><td style="width: 24.9691%;">Folder</td><td style="width: 24.9691%;">Drive Letter</td><td style="width: 50.0618%;">URL</td></tr><tr><td style="width: 24.9691%;">Customers</td><td style="width: 24.9691%;">L</td><td style="width: 50.0618%;">\\\\192.168.0.10\\ROOT\\CUSTOMERS</td></tr><tr><td style="width: 24.9691%;">Quotes</td><td style="width: 24.9691%;">Q</td><td style="width: 50.0618%;">\\\\192.168.0.10\\ROOT\\QUOTES</td></tr><tr><td style="width: 24.9691%;">Projects</td><td style="width: 24.9691%;">P</td><td style="width: 50.0618%;">\\\\192.168.0.10\\ROOT\\PROJECTS</td></tr><tr><td style="width: 24.9691%;">Matic Media Services Ltd</td><td style="width: 24.9691%;">M</td><td style="width: 50.0618%;">\\\\192.168.0.10\\ROOT\\CUSTOMERS\\M\\Matic Media Services Ltd</td></tr></tbody></table>

<p class="callout info">[You can setup a network map via the instructions here](https://manual.maticmedia.co.uk/books/networking/page/network-map)</p>

# The Vault

The vault is our shared password manager.

[Instructions on how to use it can be found here.](https://manual.maticmedia.co.uk/books/security/page/password-manager "Password Manager")

# Procedure Overview Template

## Overview Description

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### Details

<table border="1" id="bkmrk-location-%C2%A0-occurrenc" style="border-collapse: collapse; width: 100%;"><tbody><tr><td style="width: 49.9589%;">**Location**</td><td style="width: 49.9589%;">  
</td></tr><tr><td style="width: 49.9589%;">**Occurrence**</td><td style="width: 49.9589%;">  
</td></tr><tr><td style="width: 49.9589%;">**Procedure Creator**</td><td style="width: 49.9589%;">  
</td></tr><tr><td style="width: 49.9589%;">**Procedure Owner**</td><td style="width: 49.9589%;">  
</td></tr><tr><td style="width: 49.9589%;">**Last Reviewed**</td><td style="width: 49.9589%;">  
</td></tr></tbody></table>

### Steps

#### Step 1

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

#### Step 2

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

#### Step 3

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

#### Step 4

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

#### Step 5

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

#### Step 6

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

#### Step 7

Description of step, image demonstrating step shown below.

[![image-1698666126015.png](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/scaled-1680-/image-1698666126015.png)](https://manual.maticmedia.co.uk/uploads/images/gallery/2023-10/image-1698666126015.png)

### 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?

### Video

<iframe allowfullscreen="allowfullscreen" frameborder="0" height="315" src="https://www.youtube.com/embed/_d72tvSi74g?si=knsPMWBa3oF6qU5m" title="YouTube video player" width="560"></iframe>