How to Onboard New Employees Using KeyPay?

Jasmine: Hi, I’m Jasmine from Employment Innovations.  We’ve created this video series to help you understand some of the key features of our payroll software, KeyPay that you’ll have access to as one of our clients. In today’s video, I’ll take you through how to onboard new employees as a Managed Payroll client. It’s all super simple!

During your implementation process at Employment Innovations,  we will provide you with a spreadsheet to complete, which includes employee details such as personal details, salary information and tax file declaration details. Your expert Payroll team will upload these details into your business’ new KeyPay payroll platform. Nice and easy!

fter the initial upload of current employee details, you may have new employees join the business at a later date. Select users in your organisation can be set up with permissions to initiate employee self set up. This will give them access to the employee Management Dashboard in KeyPay, which allows them to view and edit employee information.  Someone with these permissions can initiate the onboarding process by clicking the Start Employee Self Setup button in the Employee Management Dashboard. They’ll just need to enter the employee’s name, email address and phone number, and hit Save. This triggers an email to be sent to the employee to complete the rest of their onboarding details, by simply following a link.

The set-up wizard will ask them for details such as bank account details, superannuation information and tax file declaration selections. The great thing about the wizard is that if your employee is with a registered super fund, they can simply search for the fund by name or USI and the option will pop up from the drop down box for them to select. The tax file details part mimics the paper Tax File Declaration form, so they should be pretty familiar with this.

Once this has been completed by the employee, the details flow straight into KeyPay, and the rest of the employee’s setup can be completed. This includes adding their salary details and any award conditions they are covered by. Our payroll team will be right there with you to ensure there hasn’t been anything missed.

What we love about this process is that it frees up time for your HR team – no need to send out paper forms or waste time on the employee’s first day filling out details – they start on day one, all set up and ready for their first pay day!

If you’d like to know more about Employment Innovations and how we can help you improve your current payroll processes, please contact us and we’ll be happy to help!