Context: This guide covers the employer's process to onboard an employee via online onboarding, and their view throughout it.
Help: Looking for the employee's perspective? See our guide here.
Adding employees to your Employer portal
To add an employee into the Employer Portal, click the "+ New Employee" button in the top right corner.
Select either "Onboard Online" or "Manual Input."
Choose "Onboard Online" to send an email to your employee, allowing them to register and provide their personal details themselves.
You will be given the option to select the tasks you want to complete online. Personal details will always be mandatory.
Tip: By selecting the onboarding tasks, your employee can securely enter their sensitive data directly. This is the most secure method for employees to share their personal information with you, reducing the risk of mishandling sensitive data.
Enter your employee’s personal email address, along with their legal given name and family name. You can also include their Payroll ID if known; however, this is an optional field and can be added later. Select “NEXT” to continue.
You will need to add details about their employment. The employer will be pre-populated. Fill in the employment basis and role. The employment start date can be added, while the end date is optional if it is not known. Select “NEXT” to proceed.
You can review the details you have entered. If any information is incorrect, you can edit it. Once you are satisfied with the details, select “SEND INVITE” to proceed.
“SEND INVITE” will send an invitation to your employee, prompting them to create a user account and complete the onboarding tasks you’ve assigned.
The employee will receive an email at their personal address, which will also feature your company’s branding, making it clear the invitation is from their new employer.
Note: Make sure to inform the employee in advance that they will receive an email from you to complete their onboarding tasks. It's important that they use a mobile device with a number they can access for Multi-Factor Authentication (MFA). Additionally, they should have their TFN, bank details, and super fund details (if available) ready to complete the required tasks.
Once the invite has been sent, you will see your new employee in your portal with the status of “INVITE SENT.” This indicates that the employee has been successfully invited to complete their onboarding tasks.
You have the option to Edit employment details, Resend invite, and also Cancel the employee if they are no longer going ahead with the employment. Additionally, you can Request stapled fund if their Tax File Number is known.
Help: For more details on requesting stapled funds, see our setup guide here.
You will see the status update to 'ONBOARDING' once the employee has started their onboarding journey.
Once the employee has completed all the tasks, you will see three green ticks for completed tasks, and their status will be updated to ACTIVE.
Once your employee is ACTIVE, you will then have the option to edit their employment details or CEASE EMPLOYMENT if they are no longer working with your organisation. As they are an active employee, you can also View contribution history to see contribution payments made to your employee.
If the employee is yet to complete the digital onboarding, you may decide to manually onboard them instead. By clicking the ellipsis (3 dots) to the right of the employee's status, you will have the option to cancel the onboarding process. Once cancelled, a confirmation pop-up will appear.
From here, you can start a New Employee and choose the manual onboarding option to complete the onboarding manually.
In the event the employee has not started the digital onboarding and the status remains as "Invite sent," you have the option to cancel the profile and begin a manual onboarding process.
Alternatively, you can simply choose to re-send the invite to give the employee another chance to complete their onboarding digitally.