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How do I onboard a new employee online?

The Employee onboarding workflow sends a secure form to a new hire so they enter their own details — TFN declaration, super choice, bank account and emergency contact. Nothing lands in payroll until you review and activate.

Create the workflow

Step 1. Go to Workflows and open the Employee onboarding card.

Step 2. Click Create workflow and pick the business. You get one workflow per business — invitees' details land in that business's payroll once you review and activate.

Invite a new hire

Step 1. Open the workflow and click Invite new hire.

Step 2. Enter their Work or personal email (required). First name and Last name are optional — pre-filling them makes the email feel personal, and the new hire can edit them on the form.

Step 3. Click Send invitation. The new hire is emailed a secure onboarding link. The link expires 14 days after it's sent — use Resend if they need more time.

If an employee with that email already exists in the business, myaccountant warns you before sending and again before activating, so you don't create an accidental duplicate.

What the employee fills in

When the new hire opens the link, they first verify their email with a 6-digit code (codes expire after 10 minutes). Then they work through five short sections:

  1. Personal details — legal name, preferred name, date of birth, mobile and address.
  2. TFN declaration — their Tax File Number (encrypted, and only the last three digits are ever shown again), residency status for tax, tax-free threshold, and study-loan questions.
  3. Superannuation — use the employer's default fund, nominate their own fund (fund name, USI, member number), or provide SMSF details.
  4. Bank account — account name, BSB and account number for their pay.
  5. Emergency contact — name, relationship and phone.

Each section saves as they go, so they can come back later. When they're happy, they click Submit to employer.

Track and activate

The workflow page lists every invitation with a status badge — Draft, Sent, Opened, In progress, Awaiting review, Reviewed, Activated, Expired, Cancelled or Declined. Open an invitation to see its Activity timeline — every send, open, verification and section save is logged — and use the row menu to Resend or Cancel invitation.

When an invitation shows Awaiting review:

Step 1. Open it and check the submitted details — personal details, TFN declaration (masked), superannuation, bank account and emergency contact.

Step 2. Click Activate employee and confirm with Activate. This creates the employee in that business's payroll using the details from the form — you can edit them afterwards on the employee record. They're now ready to include in pay runs.

Not going ahead? Click Decline and optionally jot down why, for your own records — the invitee is not notified.

Once activated, the invitation is locked — any further edits happen on the employee record.

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