Team Member IT Checklist - Aintree Group Chartered Accountants

New Team Member - IT Set Up Checklist

"*" indicates required fields

New Team Member Name*

First Last

Set Up System Login*

Email or call R&C Computers (Matt Fava) to set up a new user. Username should be their first name (with surname initial if there is another user with the same name).

Completed

Set Up Microsoft Office 365*

Remember: you will need to note down password for later.

Upgrade licence numbers (if applicable).

Add email address in Outlook 365 Admin Centre.

Set up email redirection in Admin Centre:
> Admin Centre > Exchange > Mail flow > Rules > Practice Protect email redirection

Add to the “AINTREE” distribution list (in Exchange > Groups > Distribution list tab)

Add to other relevant lists (e.g. Accountants, Bookkeepers, MGMT Team).

Request Email Signature set up from Marketing Coordinator using this form.

Access to shared mailboxes:*

Give access to Shared mailboxes (in Exchange > Mailboxes > filter to show Shared mailbox).
Note: the admin@aintree.com.au mailbox is a “proper” account; you will need to search for this in the full list.

Completed

N/A

Set Up PDF XChange Editor

Download and install program

Upgrade licence numbers if need be

Activate using license key saved in FYI Docs

Make this the default PDF program (it will likely ask you when you activate it).

MYOB AccountRight*

Install latest version plus one prior.
Go to Documents > MYOB > My AccountRight Files, and delete the Samples folder.

Completed

N/A

MYOB AccountRight Premier - Desktop Version*

Completed

N/A

Reckon Accounts Enterprise - Accountant Edition*

Completed

N/A

Set Up Practice Protect*

Note: Refer to Practice Protect Checklist for further instructions.

Completed

XPM*

Add new team member to the following job: 000001 - Internal Time

Add new team member to the following job: J004173 - Leave

Add new team member's working hours and productivity % (Business > Settings > Capacity)

Create new team member as a contact in XPM (Type - Non client contact) and add to the group Aintree Group Team Members.

Create an FYI Task for the Executive Assistants*

Request that the Accounting Team Structure be updated in Account Kit (not applicable for non-accountant team members).

Completed

N/A

Xero HQ*

Add new team member under Staff

Grant access to Xero Ledger Files (for accountants and bookkeepers only)

Access to Restricted Entities*

Give new team member access permission for the following restricted entities in both FYI Docs and XPM.
Delete any ex-team members from the User list in the Security tab in FYI while you are in there (they no longer have access however this will keep the list tidy).

Christensen (BUI100) Group

Rebuild Gippsland Group

Rusdon (RUS300) Group

PBS Group

Gutowski Group

McDonough FT (MCD301) Group

Laptop & PC Additional Settings

General Laptop Settings:*

Check and install any updates on the laptop/computer.

Run the command gpupdate /force which will bring through any updated group policies.

Task Bar: Remove any icons from the task bar that are not needed. Pin Outlook, File Explorer and Chrome to the taskbar

Pin Snipping Tool and Calculator to the Start menu.

Make sure the OneDrive notification is set to always show on the taskbar.

For Accountants – Download and install the most recent Smart Suite Workpapers add-in.

Pin the Practice Protect extension in Chrome.

Install Email Signature Rescue*

Download and install program – set up to be done in later step.

Completed

Set Up Outlook*

Open and sign in as user

Update Outlook settings (see instructions below)

Add the Inbox, Junk Email and FYI - Draft folders to the favourites pane

Add Delivery Delay rule (defer delivery by 1 minute for all emails)

Install email signature following the instructions in the email from Email Signature Rescue

Send test email signature to Marketing Coordinator

Outlook Settings Instructions

Access settings: File > Options > Mail

Compose Messages 
- Tick Always check spelling before sending  
- Click on Spelling and Autocorrect… untick Ignore words in UPPERCASE and Ignore words that contain numbers; click OK  
- Click on Stationery and Fonts and change all settings to Arial 11; click OK

  Replies and forwards 
- Tick Open replies and forwards in a new window  
- Tick Close original message window when replying or forwarding

  Send messages 
- Untick Use Auto-Complete List to suggest names when typing in the To, Cc and Bcc lines.

  Click OK 

OneDrive*

Login to OneDrive and sync folders (leave as suggested).
Right click on OneDrive – Aintree Group Pty Ltd folder and check if Always keep on this device has a tick next to it (if not, click on it).

Login to OneDrive online (via Office 365 on Practice Protect).
Sync shared folders (one at a time):
- Click on link.
- Go back to OneDrive online that you signed into, click on Shared on the left.
- Click the folder you are syncing.
- Click Sync on the top menu bar - A pop up will appear asking if you want to open OneDrive – click Always allow… and Open.
- Wait for the folder to finish syncing (you will be able to see it in your File Explorer).
- Right click on the folder and click Always keep on this device (it may take some time to sync).

Links to Shared Folders:
Client Work in Progress.
Team Folders.
Client Share Files (usually for Partners/Managers/EAs only).

Completed

N/A

Word*

Open program to check they have signed in to the user account.
Update settings: File > Options > Save > scroll to Cache Settings and tick Delete files from the Office document Cache when they are closed.

Completed

N/A

Excel*

Completed

N/A

Microsoft Teams*

Teams Settings > General
Tick Open application in background.
Make sure Enable spell check is ticked.
Change App language to English (Australia).
Scroll down and click Save and Restart.

While plugged in to a dock, with headphones connected to the dock: Settings > Devices
Audio devices – change to Customised Setup.
Speaker – Headphones (Realtek USB Audio).
Microphone – Microphone (Realtek USB Audio).

Secondary Ringer – Speakers (Realtek(R) Audio).

Completed

N/A

Go to Default apps in System settings:*

Change default Email to Outlook

Change default Web browser to Google Chrome

Form completed by:*

Team Member First Name Team Member Last Name

Completed on:*