How do I review and activate an onboarded employee?¶

When a new hire submits their onboarding form, it waits for you to review it. Nothing goes into payroll until you activate it. Activating creates the employee record from the form, and you then add their pay details.

Open the submitted form¶

When the form is submitted, the person who sent the invitation gets an email with a Review submission button.

Step 1. Go to Workflows, open Employee onboarding and select the business.

Step 2. Find the invitation showing Awaiting review and select the arrow on its row.

The page shows what they entered under Personal details, TFN declaration, Superannuation, Bank account and Emergency contact. A dash (—) means the field was left blank. The Activity timeline underneath shows each step they took.

Check for problems¶

If anything in the form looks wrong, a box above the details lists each problem by section.

Send it back for changes¶

Step 1. Select Request changes.

Step 2. Check the note. Any problems already found are filled in for you, and you can edit the note (up to 1,000 characters).

Step 3. Select Send request.

The employee gets an email with your note and a new link that works for 14 days. Their earlier answers are kept, so they only change what's wrong. The previous link stops working. The invitation shows Changes requested until they submit again, and you get another email when they do.

Decline it¶

If you're not going ahead, for example because the role was withdrawn, select Decline. You can add a reason for your own records, then select Decline again. The employee is not told, and the invitation can't be reopened.

Activate the employee¶

Step 1. Select Activate employee.

Step 2. On Create employee record?, select Activate.

You see "Employee activated." and the new employee record opens.

If someone in this business's payroll already has the same email address, you see An employee with this email already exists. Selecting Create anyway creates a second, separate employee. The existing employee is not changed. Select Cancel if this is the same person.

What activation copies across¶

• Personal details: name, email, mobile, date of birth and address.
• Tax: the TFN, residency, the tax-free threshold answer, and whether they have a HELP or study loan debt.
• Super: their chosen fund. If they chose the employer's default fund, the business's default super fund is used, if you have set one up.
• Bank: their account. The payment method is set to bank when they gave bank details.
• Emergency contact: the name and phone number.

The employee's Start Date is set to the day you activate.

After activation, the invitation is locked and the TFN and account numbers are shown masked. Any later changes are made on the employee record. Select View employee record to open it.

Finish setting up their pay¶

The onboarding form doesn't ask about pay, so add this yourself before their first pay run.

Step 1. On the employee record, open the Employment tab and select Edit Employment.

Step 2. Check Employment Type, Income Type and Employment Status.

Step 3. Check the Start Date, and change it if they started on a different day.

Step 4. Enter their Annual Salary or Per Day / Per Hour Rate, and their Hours Per Week.

Step 5. Select Save.

Then check the Tax, Superannuation, Bank and Leave tabs. For example, an employee who claimed the Seniors & Pensioners Tax Offset is set up as single, so change that on the Tax tab if they have a partner. See How do I add an employee? for what each tab holds.

Related guides¶

• How do I onboard a new employee online?
• What does my new employee see when they onboard?
• How do I add an employee?
• How do I add super fund details for an employee?
• How do I create a pay run?