Employee Self Setup (also known as onboarding) is a great time saving tool for Employers when setting up new employees in the system.
HOW TO ACCESS THIS FEATURE
How you access Employee Self Setup depends on your user access and access level. Below are the different options and details on how to start:
Full Access Users (non-QBO)
Click on the 'Employee' menu –> 'Start Employee Self Setup':
Full Access Users (QBO)
From your payroll dashboard, click on ‘Add Employees’ –> 'Start Employee Self Setup':
Restricted Users with "Initiate Employee Self Setup" Permission
Click on the "Start Employee Self Setup" button from your manager dashboard:
If this button does not appear on your dashboard, your access level does not include the permission to access this feature.
START THE PROCESS
Once you have completed the relevant step above, the following popup will appear:
As a minimum, you must enter the employee's First Name, Surname and Email Address. We strongly suggest you also enter the employee's Mobile Number as this is required for the employee to complete their verification process when completing the Tax File Declaration section. If the verification process is complete, you are able to lodge the Tax File Declaration electronically with the ATO.
You can choose whether you require the employee to submit qualifications and emergency contact details as part of this process. As per the above screenshot, if there is an "!" icon next to 'Qualifications Required' this means you have not set up any business qualifications. You should set up qualifications before you ask the employee to complete this section.
Once you have completed the form, click "Save". This will trigger an email to the employee containing a link to commence the employee self setup process. Information on the employee process can be found here.
ADDING EMPLOYEE PAY DETAILS
The employee will now appear in the employee list as an incomplete employee:
Clicking on the third icon will direct you to the employee's Employment Details where you can, at any time, complete the employee's pay details. The employee will not appear in a pay run if they are still in an 'incomplete' status and so completing pay details before they are required to be paid is essential.
N.B. This step can only be completed by a full access user. Restricted users will not see the icons as they do not have permission to access and edit the employee details.
NOTIFICATION SETTINGS
A full access user can configure their notification settings to receive an email when:
(a) an employee completes their employee self setup process; and
(b) a manager initiates the employee self setup process.
To do this go to My Notifications and select the following options:
AFTER THE EMPLOYEE HAS COMPLETED THEIR SET UP (FULL ACCESS USERS ONLY)
Once the employee has finished their set up, and you have configured your notification settings accordingly, you will receive an email confirming as such.
This email will also detail any information that has NOT been provided.
You will have the option to review the employees details. At this stage and if you haven't already, you will be prompted to complete their employment/pay details so they can be included in the pay run.
The following articles provide more information on Employee Self Setup:
Introduction to Employee Self Setup
If you have any questions or feedback please let us know via support@yourpayroll.com.au