Admin Checklist

First off, a big welcome aboard from all of the team at Yipiyap! We’re really pleased to have you join our team, and we can’t wait to get you started in school. We have some onboarding tasks that all tutors need to complete before they start. Some are really important (like getting your bank information to us so we can pay you) and some are less critical (like having your avatar picture added to our website) but we want everyone to be fully onboarded and part of the team! We’ve put the most important tasks near the top of the list, so make sure you get through those first.


1) Admin & Payroll Form

This is our standard onboarding form where you provide us with your bank details (for our payroll) along with your emergency contact details.

  1. Go to https://yipiyap.typeform.com/to/jfg96Z.

  2. Follow through the form and contact your RD if you have any questions.

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2) Employee Handbook

Alongside your contract, the employee handbook contains guidelines that all employees must follow. You will be invited to review and agree to the handbook via an email, so please keep an eye on your inbox (including junk/spam folders, just in case).

  1. Check your inbox for an email from Citation (citation.atlas@citation.co.uk) titled Welcome to Citation.

  2. The email will contain your assigned username and password. Use the Log In button to access your Citation account. When logged in, access the employee handbook under the Documents section.

  3. Once you have read the employee handbook, contact Catherine (catherine@yipiyap.co.uk) if you have any questions. If you are happy with everything, use the yellow edit button to sign the document. You can do all of this from your phone or computer - only a digital signature is required.

Receive a welcome email from Citation.

Log in and find the handbook under the Documents section.

Once read, sign the document to agree.


3) Starter Checklist (P46) Form

If you attended the September induction days, or if you have already signed and returned your contract, you may have already provided this. If not, you will need to complete a starter checklist so that we are aware of your tax circumstances - this is critical to ensuring that you are paid properly. If you are unsure as to whether you have already provided a Starter Checklist, don’t assume that you have! Just ask your RD and we will let you know.

  1. Click HERE to download a blank starter checklist.

  2. Once downloaded, print the form and complete it. Please note - this form must be completed by hand, as your signature is required. A digital signature (even a photo of your handwritten signature) is not valid.

  3. Because the form must be completed by hand, the original copy must be sent to Halyna. This can be done via post - use this postal address:
    Halyna Kozak, 20 Railway Street, Altrincham, United Kingdom, WA14 2RE


4) Timesheets

As part of your employment, you will need to submit monthly timesheets to us - this ensures you are paid correctly, especially if you are absent or work any extra hours. The timesheets are accessed and submitted via the Tutor Portal.

 

  1. Go to the Tutor Portal and click on the Timesheets button near the top of the page.

  2. Click Download to get the latest blank timesheet. We recommend you use the example timesheet for help on how to complete yours.

  3. Use the ‘Submit’ button to upload your completed timesheet. You will also be asked to update your contact details if they have changed. Make sure your details are up to date - we use them to issue your payslips/letters and to contact you in an emergency.

You can use this page to view an example timesheet, as well as receive and submit your own.

Use the example timesheet to help you complete yours.

When uploading your timesheet, let us know if any of your contact details have changed. We need to keep these up to date in case of an emergency.


5) Yipiyap App

The Yipiyap app allows you to give quick feedback about your placement every day. After you have finished your day in school, you can use the app to rate your day from 1-5 (1 being poor, 5 being excellent). You can also leave an optional comment. This information is private between you and your RD; no other tutor will see it. If you have any issues about your placement, this is the easiest way to let us know, but of course please pick up the phone and call your RD if you have any concerns.

 

  1. Download the Yipiyap app from the Apple App Store (requires iOS 9.0 or later) or Google Play Store (requires Android 4.0.3 or later). The app is not currently available for Windows Phone users. You can find quick links to download the app from the Tutor Portal near the bottom of the page.

  2. When you first open the app, you will see an option to log in. At the bottom, choose to ‘Sign Up’ with a new account. Enter your full name, email, create a password and choose your RD. Note - you cannot use apostrophes in your name when making an account.

  3. If you have any questions or have any issues with the setup process, ask your RD.

When first opening the app, tap Sign Up to create an account.

Once created, you should only need to log in once.


6) Zoom App

You may be familiar with Zoom if you used it for your interview when applying to Yipiyap. It is a video-conferencing app (like Skype) which we may use when contacting tutors. You can access Zoom via the web on your computer, or by downloading the app onto your phone/tablet.

 

  1. Download the Zoom app from the Apple App Store (requires iOS 7.0 or later) or Google Play Store (requires Android 4.0 or later). The app is not currently available for Windows Phone users. You can find quick links to download the app from the Tutor Portal near the bottom of the page.

  2. Once downloaded to your phone, you can use the ‘Join a Meeting’ button to join a scheduled call. You may also receive an invitation link via email.

Download the Zoom app from your phone, or download it to your laptop from http://zoom.us.

Tap Join a Meeting to enter a scheduled call. If you have received an invitation link via email, you can enter the meeting directly from there.


7) Tutor Avatar

This step cannot be completed on a mobile device. Every tutor has their own avatar which is displayed on our website alongside the rest of the team on the ‘Who We Are’ page of our website. Because these avatars are publicly visible, they must be a professional and accurate likeness of yourself.

 

  1. Go to www.pickaface.net and log in using the button in the top-right. The username is anne@yipiyap.co.uk and the password is yipiyap135.

  2. Click ‘Create Avatar’ to get started. Then, use the controls at the bottom to customise and create your avatar. Once finished, click ‘Save’ in the bottom-right corner.

  3. You’ll be asked to name your avatar. So that we know which avatar belongs to you, use your full name when naming it. Once you have finished, let Alan know (alan@yipiyap.co.uk) and your avatar will be added to our website.

Use the controls at the bottom to customise your avatar.

Once finished, use the Save button and assign your full name to your avatar so we know it's yours.