Adding an Employee


Once you have set up your business, the first step is to add an employee. You can do this by using the Employee Wizard, or the 'Import Employees' option.

Note: that there are additional customisation options available once the employee has been added into the system.

If you would like to import employees, simply select 'Import Employees' from the 'Employees' tab as shown below:

Setting up a new employee using the Employee Wizard is a simple 4-step process. 

Step 1. Personal Details

Get started by entering in the personal details for the employee. 

When entering an address, auto-complete suggestions may be presented. To pre-fill an address, click on a suggestion. If the suggestions are not adequate, enter the address manually.

If the postal address for the employee is different to their residential address, untick the 'Postal Address is the same as Residential Address' checkbox and then enter the postal address.

The notifications setting controls if/how the employee will be notified when new pay slips are available and when they are rostered on to new shifts. 

The self-service setting controls whether the employee will be able to log into the self-service portal - from the portal they can view pay slips, manage their personal details and apply for leave.


  • if Email notifications or Employee Self Service are selected , an email address for the employee must be provided.
  • if SMS notifications are selected, a mobile phone number for the employee must be provided.

Step 2. Accounts

Enter the bank account and super details for the employee: 

Employees may either be paid electronically into a bank account (using an ABA file), manually into a bank account, manually via cash/cheque or electronically into a BPAY account.

Super fund details may also be entered at this step although they are not required. If the super fund details are not available at the time of adding the employee, they may be input at a later date.

Additional bank accounts and super funds may be added once the employee setup is complete.

Step 3. Employment Details

This section allows the user to configure the pay details for the employee such as rate of pay, pay schedule and primary location.

To create a new location, click the 'Add New' option in the Locations dropdown.

Additional configuration settings (such as additional locations, pay rates etc) for employees are available upon completion of the setup process.

Step 4. Tax File Declaration

This section is for entering the tax file declaration information for the employee. 

If the tax file number for the employee is not available (or the employee is exempt from supplying a tax file number), click 'I don't have a tax file number for this employee' and then select the appropriate option.

A common set of tax calculation options are pre-selected but these may be customised by clicking on the pencil icon.

You can add the Employment Type for the employee and the option to add the Medicare Levy Exemption.

Electronic Tax File Declaration Lodgement

You may choose to lodge the tax file declaration electronically (via Standard Business Reporting - SBR). To do so, click on the Lodge ATO option.  

Once you hit 'Done' on that page, You will be prompted to accept the declaration terms and then the employee set will be complete and the tax file declaration will be lodged electronically.

Setup Complete

At this stage, the basic payroll setup for the employee is complete. The employee is now able to be included in pay runs.

Click on the blue 'Details' button if additional configuration of the employee is required, for example:

  • Configuring additional pay rates
  • Adding additional locations
  • Setting up work types
  • Adding additional bank accounts/super funds
  • Setting up deductions or adjustments

This YouTube video will run you through the steps as well - Adding an Employee in KeyPay

If you require a bit of extra help getting started with using KeyPay you can also register for the 'Getting Started with KeyPay' webinar we run every Monday morning. Register here - 

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