Frequently Asked Questions

    Employee   Fingerprint scanners   General   Jobs   Payroll   Roster   Security   Superannuation   Timesheet   Xero
What is the maximum number of bank accounts added to an employees profile
An employee can have up to 3 bank accounts
How much does access to the Microkeeper system cost
The cost is calculated per employee and billed on a monthly basis, refer to our pricing page for more information.
Can individual employees have different levels of access
Yes, each employee will have an individual secure access level. Settings are changed in the employee profile under the trust heading.
Does Microkeeper calculate payroll tax
Yes, the payroll tax threshold and rate are editable inside the business profile. The reports pages will generate payroll tax calculations.
How can I track an employees clock times without it processing through to payroll
In the employee profile set basic rate to $0. With a zero figure on the payslip, no payroll data will generate.
Does Microkeeper have a super clearing house
Yes, we are partnered with SuperChoice. Click the more info link to view a video on super processing with Microkeeper.
How much are the fingerprint scanners
Click more info for pricing.
What hardware do I need to run the fingerprint scanner
Any Windows PC with a spare USB port, connected to the internet. A dedicated PC is recommended
How does leave accrue
Leave accrues pro rata depending on how many normal hours an employee works. Only hours classed as normal hours will accrue.
What backup procedure does Microkeeper have in place
Data is backed up in real time, followed by a daily backup off site, weekly backup to the Microkeeper head office and annual backup that is kept indefinitely.
Is data encrypted during transmission
Yes, data is encrypted during transmission using a 256-bit SSL connection
Where are the Microkeeper servers and who hosts them
Microkeeper use Digital Pacific for hosting our web-servers that are located in Sydney
How much data does clocking hours on the employee console use
Loading the mobile home page, clocking on and logging out used about 160kb of data. Twice a day, 5 times a week, for 1 month would equal about 6.4mb. That's less than 2% of a 500mb mobile plan.
How much data does Microkeeper use to clock hours
Data used to record timesheet hours is very small. A moment of a video file would equate to months of data needed to clock hours.
I forgot my password how do I reset it
You can reset your password using the password recovery tool
Where is the fingerprint stored
An image of the fingerprint is not stored. The fingerprint is converted to a binary string, below is my fingerprint and how it looks as a binary string. 123C2A062123C2A062E123C2A062E296B29123C123C2 A062E296B2123C2A062E296B299123C2A062E296 B292A062E296B292123C2A062E296B2996B29123C2A062E 2123C2A062E296B2996B29E2123C123C2A062E296B292A123C2A062 E296B29123C2A062E296123C2A062E296B29B29062E296B2996B29. This string can not be converted back into a fingerprint.
What is stopping someone from stealing my fingerprints and using them
Microkeeper does not store an actual fingerprint so there is nothing to steal. If someone were to get their hands on the information stored a binary string would be useless to them.
I need to run payroll for a terminated employee or employee that was added after payroll was processed
On the payslip page go Other options > Update page, select the employee that you missed. This action will produce a payslip for the employee.
How does leave data calculate
Closing balances from the previous year or existing data, plus weekly accruals.
How basic hours work
Basic hours are what we expect the employee to do in a typical week. Used to calculate leave hours, salary hours if the employee is casual set to zero.
What if the employees leave request exceed basic hours
If leave totals exceed basic hours the system will not add the leave. The system thinks that basic hours have already been worked. A manual entry must be made.
What does FPS stand for
FPS stands for Fingerprint Scanner
How do I let my staff know their roster
A roster must always be locked to a week inside roster calendar. The lock week button will make the roster available to staff. Notify them with the push button.
What is the difference between roster calendar and roster template
Roster template as the name suggests is the where you can create multiple templates for you to choose from. Particularly good for fortnightly or monthly rosters. Roster calendar, must always have a roster set in it. This is used for the timesheet, uploaded so staff can view and where you print rosters from.
I can not see the roster on the roster calendar
Make sure you have a location ticked to display. A template must be created first. Create and save a template to the roster calendar. Once a template is saved you will now be able to edit the roster calendar.
How do I edit a locked week inside the roster calendar
Unlock the week, make your changes and relock the calendar.
How do I hide the budget or costs on the roster
To hide costs go to the employee page, click edit next to the user, and untick manager settings 'display costs'.
How do I print a roster
1 of 2 ways. First, in excel, a top the roster calendar page is an excel version of the roster. By clicking this button, an excel file will begin to download. This will allow you to make changes in excel. Secondly, a PDF version is available and can be printed directly from your browser.
I can not download my roster when I click the excel button
Make sure you are using Google Chrome as your browser. Some browsers will not allow this download to happen automatically. If you are using chrome and the excel will still not download. Please search: Can't download excel files from chrome. This will give you a more in depth guide.
How do I copy a roster week to week
First, make a roster template and save it to the roster calendar. Choose the locations you wish to copy. At the top of the page is a clone button. After you click the clone button a menu will appear, select the week you wish to copy. Then select the week you wish to copy to, hit the clone button again and the roster is now copied.
When does the first week of the year begin in Microkeeper
The weeks begin from the start of the financial year. Week 1 will be from your first payroll week at the beginning of the financial year. Weeks are not from the beginning of the calendar year.
Can I send my staff an SMS of their roster
Any roster that has been saved to a week can be sent via SMS to an employee.Go to Payroll, rosters, SMS rosters. You can select the roster that you want to send by selecting it from the drop down list.
How much does it cost to send an SMS roster to my staff
SMS will cost you per text message sent. Please refer to the pricing page for more information
Can I roster my staff on to different sites or locations
Yes, you can roster staff on to many departments or locations. To add new location go to settings, general, locations. Adding a new location will give you different departments inside your business you can roster staff on to.
How do I get my staff to only clock on via GPS within a certain range of the business
First, create a location. Add longitude and latitude degrees to pinpoint the location of the log in area. As a default the geo-fence is set to 70m from the pinpoint you choose. To edit the geo-fence distance go to tab: Settings, general, global and adjust the range. Staff will be only able to clock hours inside this area.
How does my employer know where I logged on from using GPS
Inside the timesheet, a symbol of a map will appear next to your timesheet entry. By clicking this symbol, a map will appear with the location of where you clocked on or off.
How do I let employees know their Microkeeper username and password
Go to settings, employees. Look for the button 'Welcome letter' under the button is a check box to quick select all employees. If you need to send to only a few employees only select those. Click Welcome letter and choose email or SMS and send. This will send employees a short text with username and password.
Where can I view my payslip
Your payslip is on the Microkeeper app or the Microkeeper website. The current week is displayed as a default. If you want to view other payslips, click the Run drop down box and select the payrun you would like to view.
How can I search for timesheet entries that do not have jobs attached
Organise the timesheet by searching no job and sort by created. This will give you a list of created timesheet entries that do not have jobs attached.
How do I get started using Microkeeper for superannuation
Go to study, reports, click register for SuperChoice. Follow the directions and fill out the registration pages. Once you have registered an account you are free to process super.
How do I add a self managed super fund
Go to settings, general, super settings. At the bottom of the page is add a self managed super fund.
What information does Microkeeper need from my employees
Basic contact information plus bank details, superannuation details, the rate of pay, tax settings and pre-accumulated data.
What employee information do I need to get started
The most basic information you will need is employee name, mobile and email. If you are currently using an accounting package, example, Xero or MYOB. Microkeeper can upload all your staff information in one go. Please follow the more info link to see how.
How do I enter pre accumulated data
Pre-accumulated data can be entered into each employees profile. Go to settings, employee and edit next to an employee's name. Pre accumulated data is annual leave, personal leave, long service, net earnings and so on.
How does pre accumulated data work
Pre-accumulated data is calculated by a balance from either, the previous year (closing balance) or opening balance when you begin a new account. The opening/closing balance works as a starting point and every time you run payroll the amounts add on top of the balance. Example: Opening Balance + Payrun 1 + Payrun 2 + Payrun 3 = Total. Totals can be annual leave, personal leave, long service, net earnings and so on
Do I have to enter super earning that are pre accumulated
The only super entered into pre accumulated is any super above the 9.5%. This will then record onto the group certificate.
How do I print a payslip for just 1 or 2 employees instead of all
Go to settings, employees click edit next to the employees name and under the heading Employee Security settings, tick the box employee wants a printed payslip. Do this for all relevant staff and only those will print from the payroll page.
Can an employee add split bank account
Yes, go to settings, employees click edit next to the employees name and under the heading Banking, add another bank account the amount can either be fixed or a percentage of the employees wage.
What happens if an employee sets their availability and I roster them on
The rostered shift affected by the availability will change colour to red. This will alert you that there is something that needs your attention.
When I roster somebody onto a particular shift the hours change to red
This could be caused by a few reasons first the staff member may have set availability to unavailable inside their employee profile. The employee has requested leave for that day/week. By hovering over the red shift you can see why this has happened.
How do I add a location
Go to settings, general, locations. This will then prompt you to add a location. By adding longitude and latitude to the location staff will be able to clock into the location via GPS.
How do I set a manager so they can only view a certain locations or groups on the roster and timesheet
The manager of a location is used for the Microkeeper security settings. Each location's manager will be able to view only the roster, leave requests and timesheets for their specified location's.
Jobs will not delete
Jobs are organised by status, this will show the deleted jobs as well as active. When organised by active the deleted jobs are removed.
I can't find CBUS in the Superannuation list
CBUS is located under Construction & Building Unions Superannuation Fund (CBUS)
How do I add a driving allowance
Go to Settings > Payroll rules > Extra rules. Read through the info dots and enter the driving allowance amount
How do I add a mobile phone allowance
Go to Settings > Payroll Rules > Extra Rules - Click the more info button to see how to add a mobile phone allowance
Can you do payruns in advance
Yes, you can do payruns at anytime. Forward dating the ABA file is done when you start a new payrun. Change the date on the ABA file itself is possible too. Keep in mind once the payrun is started timesheet editing for managers is locked.
Can a staff member work with 2 separate hourly wages
Yes, we call this a step up rule. Staff can step up wage for either hours, days or weeks.
How do I add a before tax salary sacrifice super contribution
Settings > Payroll Rules > Deductions Rules - Select expense for salary sacrifice
How do I clone the week 52 roster to week 1 of the next year
Make sure you have the correct year selected when you clone the roster to week 1
Do I need to include Child Support on the Group Certificate or Payment Summary
Child support is an after tax payment and is not required on the Group Certificate or Payment Summary.
Where can I view my roster
Your roster is on the Microkeeper app or the Microkeeper website. By default, the current week is displayed. If you want to view more rosters click next week or last week.
I forgot to clock off what should I do
Depending on your company's policy this may differ. The first point of call should be your manager that has Microkeeper timesheet access. They will be able to make alterations to your timesheet.
Where can I view my timesheet
Your timesheet is on the Microkeeper app or the Microkeeper website. By default, the current week is displayed. It will populate as you work your shifts.
How does payroll data appear in Xero
As a pending draft invoice ready for approval
How do I reconcile a payroll invoice in Xero
The Xero bank feed will pick up the net payroll amount and will automatically match that to the payroll invoice that was sent from Microkeeper.
When and how does data sync occur
Manually once per payrun as requested by the payroll officer
How do I connect to Xero
Go to Settings > General > Global - Select the option to connect to Xero.
What does the Xero integration do
Sends your payroll information from your Microkeeper account into your Xero account
How do I disconnect from Xero
Once connected to Xero a disconnect button will appear at the same place the connect button appears.
I forgot my username how can I recover it
You can recover your username with the username recovery tool
How can I remove cancel delete my Microkeeper account
Settings > Billing > Cancel my Microkeeper account
What can I clean the Fingerprint scanner with?
Cleaning: Only clean using a damp cloth (warm water only) Using anything other will void the warranty If you are unsure consult a Microkeeper team member before cleaning
How can I delete an employee
For record keeping reasons, you can not delete an employee, instead terminate the employee in the Employee Profile