Context: This guide covers the online onboarding process from the employee's perspective.
Help: Looking for the employer's perspective? See our guide here.
Once you, as the employer, have invited the employee to onboard online – Your new employee will receive an email featuring your branding if configured, and welcoming them to the onboarding process and providing a registration link. In the example below, we have used the fictitious company name "Acme Global."
After clicking the "START ONBOARDING" button, the employee will be directed to a registration page.
Their First Name, Last Name, and Email Address will be pre-populated. The employee must review and check the box to agree to the Terms of Use and Privacy Policies.
The employee will then be prompted to create a password.
The employee will then be prompted to set up Multi Factor Authentication (MFA)
Tip: It is recommended to use an authentication app for added security, as having two forms of protection helps safeguard your account.
Note: For more details on setting up an authentication app please see Setting Up MFA.
Congratulations, your MFA setup is complete! You can now verify your mobile number for added security, or you can choose to skip this step for later.
Your employee has now created their user account. Select CONTINUE to proceed.
Your employee will see a screen with a list of tasks to complete. They can select each tile to complete the task.
Personal details will request the following.
Note: Title is a compulsory field as it is required as part of the SuperStream Standard.
You can start typing your address, and our address validation will return it in the correct format. If you can't find your address, select the checkbox "Enter address manually" and manually enter your address.
Once the personal details task is complete, the employee will return to the home screen. From there, they can select the next task to complete. A green checkbox will appear next to the tasks that have been successfully completed.
The employee will need to complete their Tax File Number (TFN) Declaration. Using the personal details provided, we verify that the TFN entered matches the person. If any details on this screen are incorrect, the employee will be prompted to go back and edit their personal details to ensure they are accurate.
Enter your Tax File Number or select "I don't have a TFN"
If the employee selects "I don't have a TFN," they will be prompted to choose a reason from a list of options.
Once a TFN has been entered and validated, or a reason has been selected for not having one, the employee will need to answer a couple of additional questions. After completing these, they can select "DONE" to finish the TFN task.
Next, the employee will be prompted to complete their Bank Details. The following screen will be presented to them for input:
Finally, the employee will need to select their choice of Superannuation fund.
The employee will have the option of selecting their choice of superannuation fund or opting for the employer's default fund.
If the employee selects "Your Choice," they will be prompted to input their superannuation fund details, including the fund name, membership number, and any other relevant information required to complete the task.
The employee can enter their fund name, and our Fund Verification Service Lookup will display available options under that name. They will then need to provide their member number and select "CONFIRM NOMINATION" to complete the process.
If the employee selects "I manage my own super fund (SMSF)," they will need to provide the details of their SMSF. Once all the required information is filled in, they can select "CONFIRM NOMINATION".
Finally, if the employee doesn't have a superannuation account or wishes to join their employer's default fund, they can select "Your employer's fund."
The employee will be presented with the employer's default superannuation fund and prompted to join that fund.
Once complete, the employee will return to their home page where they can see that all their details have been completed.
They can "SUBMIT" the details to their employer. Once they select "SUBMIT," they will be shown a screen to confirm the submission. Once confirmed, select "Yes, submit."
The employee will receive a confirmation that the onboarding is complete. The employer will also see that the employee is now ACTIVE in the employee page of the employer portal.