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Frequently Asked Questions

    Billing and payment   Employee   Eofy   Fingerprint scanners   General   Groups   Hr   Jobs   Leave   Mobile app   Payroll   Payroll Rules   Reports   Roster   Security   Stp   Super   Superannuation   Timesheet   Vevo   Xero
What is the maximum number of bank accounts added to an employees profile?

An employee can have up to 3 bank accounts. Additional bank accounts can only be added by a Payroll Admin.

Navigate to Menu > Settings > Employees > click Edit for the employee> in the Employee Profile, under Banking.

When multiple bank accounts are setup, the primary account (Bank Account 1) will receive the remainder of the payment after other splits are allocated.

Additional bank accounts (Bank Account 2 and 3) can be configured for split payments. These splits can be set as either a Fixed amount or a Percentage of the total pay.

an image of the Banking area in the employee profile with a split payment bank account setup

How much does access to the Microkeeper system cost?

Microkeeper is free for 2 users (one admin and employee). After your account is billed on the Active users in the account. Please note that paid plans do have a minimum charge. Find more details on Pricing page here. 

You can find your active user number on the Billing page. Navigate to Menu > Settings > Billing > under Invoices, "There are XX active employees"


Can individual employees have different levels of access?

Yes, each employee can be customised to have individual secure access levels using the Access Control configuration in each employees profile.

Navigate to Menu > Settings > Employees > click Edit for the applicable employee > within the Employee Profile, under Access Control, configure the level of access by toggling different options.

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 on our Hardware options. 

What hardware is needed 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 Equinix Data Centre for hosting our web-servers, and are located in Melbourne, Sydney and Brisbane.
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 to recover a forgotten password?
Passwords can be reset 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 a 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?
Navigate to the Payslip page.
If required Unlock the Payrun.
Click Add Employee, select the employee then click Update.
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 do basic hours work?
Basic hours are what we expect the employee to work in a typical week. If an employee is set to salary, the basic hours is used to calculate their salary and also their leave accrual. If the employee is casual set basic hours 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 to notify staff of their roster?

Once a Roster Calendar Week has been locked, the rostered week will now be visible to staff on their Employee Console.

Within the Roster Calendar page push notifications can be sent out to Employees by clicking the Push button

What is the difference between roster calendar and roster template?
A Roster Calender is the Live Roster for the Fiscal Week. A Roster Template is precreated by the organisation and is a reusuable roster that can be used to quickly roster employees to a Roster Calender by using the Clone Roster tool.
I can not see the roster on the roster calendar?
Confirm that:
  • A Roster Template has been cloned to the Roster Calendar week
  • The correct live fiscal year and week has been selected
  • A Location has been ticked to display
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?

Weekly rosters can be printed within the Roster Calendar page.

On the top of the Roster Calender page there is the option to download an Excel file, a PDF file or generate a HTML page. The HTML page allows for further customization of displayed information fields.

I can not download my roster when I click the excel button?
Google Chrome is recommended for the optimal experience when downloading Excel files from Microkeeper. If the download is still failing refer to this troubleshooting guide for Google Chrome
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 username and password login details or resend welcome letter?

Navigate to > Menu > Settings > Employees.

Click the 'Welcome Letter' button to send the login details for selected employees via SMS or Email.

Image of welcome letter button options

The welcome letter can also be sent out on a selective basis. 

  1. Select the tick box next to an employees username
  2. Click the "Welcome Letter" button
  3. Select either SMS or Email
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?

Navigate to Menu > Payroll > Reports
Within the available reports, generate a HTML format of the Super Via Fund report
Accept the Super Choice Agreement
Click the blue SuperChoice button on the Reports page
Click Register account on the employerpay page and follow the required steps.

How do I add a self managed super fund?

Navigate to Menu > Settings > General > Super Settings > On the Super Settings option page enter the Self Managed Super Fund details in the "Add a Self Managed Super Fund" section and click the Add SMSF button to confirm the 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 10%. 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 or the employee has requested leave for that day/week.
Hover over the red shift to see a system explanation.
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?

An automated Before Tax Salary Sacrifice can be setup using an Expense Rule.

Navigate to Menu > Settings > Payroll Rules > Deductions Rules > click the "Create New Rule" button. 


Pam has a before tax Salary Sacrifice of $135 per week.
This is paid into her super fund automatically.
The payment should go through a clearing house as a Salary Sacrifice

The configuration for the example above:

  • Deduction or Expense: Select Expense.
  • Title: This will be the Payslip Title that appears on the employee's payslip. For example "Sal Sac Pam.B".
  • Group/Employee: Select the Employee affected. For example "Pam Beesly".
  • Fixed or Percentage: Select "Fixed".
  • Value: Change this value to the desired amount. In this example "135"
  • Classification: Select "Super".

click the "Add New Rule" button. 

configuration for pre tax salary sacrifice deduction rule

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 an approved invoice ready to be reconciled from the bank feed once the ABA file is paid
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 payroll data sync with a third party Accounting Software?
Payroll data needs to be pushed manually to a third party Accounting Software (i.e. Xero) by an administrator.
Navigate to Menu > Payroll > Reports > and run the Payroll Invoice report.
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 or delete my Microkeeper account?
A Microkeeper account can be cancelled on the Billing page. Navigate to Menu > Settings > Billing > Cancel my Microkeeper account button on the bottom of the page.
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.
Find out more on how to maintain your scanner.
How can I delete or remove an employee?

For record keeping reasons, an employee can not be deleted, instead terminate the employee in the Employee Profile.

Navigate to Menu > Settings > Employees > click the Edit button for the applicable employee> within the Employee's profile, under Active Status window, tick the Employee Terminated checkbox.

How do I provide link access for an accountant or bookeeper to a Microkeeper account?

In order to link an accountant to your business account, they first must have a Microkeeper account of their own.

If your accountant has not already done so, request that they register with Microkeeper and provide you with their username that they use to login with. Register Microkeeper Account Link.

In your business account, go to Manage > Linked Users > Click Add User, enter your accountants username.

When your accountant logs in to their account, they will go to Manage > Linked Users and select to login to your business. Note: Your accountant will have full access to your account.

How do I submit a Final STP submission for End Of Financial Year EOFY?
When making the STP submission select Final and Submit for the Event.
If submitting after the Payrun payment date select Update for the Event.
RFBA: How are Reportable Fringe Benefit Amount reported under STP?
Two lines need to be added to the payslip, one will be a Payment, the second will an Expense that deducts that payment from the Gross and classifies it as the RFBA, this guide explains the process:
What is the EOFY process for closing off the year before processing the first payrun of the next financial year?
The first payrun of next financial year can be processed without closing off anything from the previous finacial year
EOFY gross balances do not match other reports?
Make these checks in this order:
  • Tax values match
  • Payment Dates of all Payruns fall within Fiscal year
  • Date Range match
  • STP Report - Foreign Resident, Working Holiday Maker, etc are correct
  • Sub-Contractors are not included in STP
How should reimbursements be added?

A reimbursement for an expense can be added to the Payslip as a negative Deduction

An image of the Add Deduction window with a negative value with the Title "Reimbursement"

This will increase the Net but not affect Gross


How do I delete a Payrun?

Unlocked payruns can be deleted on the Payrun page.

Navigate to Menu > Payroll > Payruns > click the Reset button > within the Reset Payrun page, select the payrun you wish to delete in the drop down box > Enter your password > click the I Agree button and confirm the deletion. 

How do I change a Group name?
Group names are changed in the Group Configuration page.
Navigate to Menu > Manage > Groups > within the Group Configuration page you can click the Edit button on the right of a Group and change the name.
Confirm the changes by clicking the save button.
Can I change the Name Address ABN Phone Number on the payslip?
The business information from Global Settings is displayed on the payslip. To change this navigate to:
Menu > Settings > General > Global > On the Global Settings page, the Business Contact Information are what details will display on a payslip
I cannot log into my account?
If you have forgotten your password you can use our password recovery tool. If you have forgotten your username you can use the username recovery tool
How do I rehire an employee who was previously terminated?
Terminated employees can be set back to an Active status to be quickly rehired.

Navigate to Menu > Settings > Employees > on the Employees Page untick the Active tick box to view terminated employee > click the Edit button on the employee you wish to reactivate > on the Employee's Profile scroll down to the Active Status window and tick the Currently Employed checkbox.
Can I generate a report for an individual employee?
Reports can be refined to the Financial Year, Period of Time and Groups or Individual Employees
The mobile application is requesting a 4 digit pin I have not set a four digit pin on the app?

If you have forgotten or do not have a pin you will need to reset the data cache or reinstall the mobile app on your device.

My fingerprint scanner isnt working I keep getting a Fingerprint not found in Database error?
  • Place the finger high on the glass and press down firmly
  • Make sure that the Fingerprint scanner is clean and dry. Find out more on how to maintain the Fingerprint scanner.
  • Make sure fingers are dry if they are wet or use a moisturiser if they are too dry.
  • Check the condition of fingerprints. Scar tissue and wrinkles can change the fingerprint. A fingerprint may have to be removed and then registered again.
Why is my tax rate calculating higher then my tax bracket?
Microkeeper calculates tax withheld by averaging a weekly pay over an annualised salary.
Microkeeper's automated tax calculation will always be in the ATO's favour. The higher tax rate may be due to a high estimated yearly wage for the employee's payslip.
Where can you retrieve historical invoices?

A list of previous invoices can be found under the Billing page of your Microkeeper Account
Navigate to Menu > Settings > Billing > down the bottom of the page you will see a list of all historical invoices

How to adjust an employees leave or entitlement balance?

Employees leave can be adjusted through the Previously Accumulated Field on an Employee Profile.

Calculate how many extra leave hours the employee has accrued, for example: 24 hours of Annual Leave

Navigate to Menu > Settings > Employees > click the Edit button for the effect employee

In the Employee Profile go to the Previously Accumulated area:

  • Adjust Year of Pre-Accumulated Data to current fiscal year. 
  • Adjust Pre Annual Leave to the value 24.

A negative adjustment can also be entered, for example: -36

Navigate to a recent unlocked payslip for the adjusted employee.

Click Recalc Leave located on the top of the employee's payslip.

This will now update the employee's balance with the adjusted leave.

How to add a message or note to a Payslip?
A note can be added to a payslip by clicking the Notes button located on the top of an unlocked payslip
How to export Employee details?
Navigate to Menu > Settings > Employees > click the Export employee button
How to remove Multi Factor Authentication or MFA on an Account?

When logging in and prompted for an MFA code, click and follow the Reset MFA process to remove the Multi Factor Authentication. 

You will require your mobile number to complete this process.

How to fix Xero error Invoice not of valid status for modification?
In Xero, go to your Bills To Pay, and search them for Microkeeper's Invoice. If the invoice is of Voided Status you will need to Copy the voided invoice, to allow Microkeeper to modify it.
How do I add a meal allowance?
Go to Settings > Payroll rules > Extra rules. Read through the info dots and enter the meal allowance amount
How can I send payslips?

Payslips are viewed on the Employee Console through the Microkeeper website or Microkeeper mobile app.

Payslips can also be downloaded in PDF format to be forwarded. Click the Backup or Print button on the Payslip page to download the PDF format of the payslip

Can payment dates be changed on an existing payrun?

Payment dates can be changed within the Payslip Page. 

Navigate to Menu > Payroll > Payruns > click the "Payslip" button for the applicable payslip > Select the date under the Payment Date field located at the top of the page to select a new payment date for the Payrun.


How to link Microkeeper to the ATO for STP reporting?

To report to the ATO for STP, the Microkeeper Software ID must be connected to the ATO's Access Manager.
The Software ID to be added can be found on the upper left in the Global Settings page (Menu > Settings > General > Global).

What is the status of STP Phase 2?
STP Phase 2 is now live on all versions of Microkeeper.
Can staff be rostered for split shifts?

Split shifts are rostered using 2 seperate shift lines on the same day.

How to terminate an employee?

To terminate an Employee, you must first process their last payslip.

Click the Final button on the employee Payslip. 


The One Tap Terminate window will open. 


Configure the options as required and click Terminate. An employee can be paid out AL, TIL/RDO and LSL is required.

The employee will be marked as terminated on Microkeeper and STP.

How to delete a file or document uploaded to skills?

You can remove the file by deleting the uploaded file on the File Manager page

Navigate to Menu > Settings > File Manager. 

To delete a file click Delete Files button on the left of the screen, then click the trash can icon that appears next to the file you want to remove.


How to resolve super processing issue Error 4030 Employer ABN not found?
This can happen for 3 reasons:

1 - The ABN is not registered with SuperChoice, this can be done with the link below.

2 - The ATO ABR system is down, to solve this try processing again periodically eg every few hours.

3 - The Business Name in Microkeeper does not match SuperChoice Employer Name
Super processing Error 4018 Duplicate request?
This prevents accidently processing the same super contribution twice, to bypass this error, change the date range by one day and make sure the amount being processed is still the same.
How do I process Group Certificates in Microkeeper?
Group Certificates are no longer required to be provided to staff. Single Touch Payroll has officially replaced this. Employees instead will recieve their Payment Summary in their MyGov Portal
How to roster for next financial year?
When cloning a roster to a roster calendar week, you can select the specific financial year to clone to using the drop down boxes.
Will Microkeeper be removing the minimum super threshold?
Microkeeper will remove the $450 per month threshold for super guarantee eligibility automatically for all accounts starting from 1st of July 2022
Will Microkeeper increase the minimum super guarantee rate at the start of the next financial year?

Microkeeper will automatically increase the minimum super guarantee rate to 11% from 1 July 2023

How to generate payroll reports?
A variety of different reports can be generated by navigating to Menu > Payroll > Reports
How to change an employee from Casual status to Full or Part time?
An employee's status can be changed under their the Payment and Employment settings within their Employee Profile. The Entitlement values of an employee should also be reviewed when changing the employment status as this can have an effect of their entitled leave.
How to send or find payment summaries for employees?
With the introduction of Single Touch Payroll, you no longer need to provide your employees with payment summaries for information you report and finalise through STP.
Employees can start their tax return lodgement through their myGov account as soon as the STP finalisation declaration has been submitted.
How to process an ETP payment?
Payment lines can be called as an ETP payment under the STP class within a payment line setting.
Review the different ETP types here.

It is recommended to review the ETP tax reporting limitation within the STP guide.
Manager has unsubscribed from manager emails?

Navigate to Menu > Manage > Notification Config > on this page, under Email Test Facility, select the Manager and click the Test button. A prompt to resubscribe the manager will appear if applicable.
Managers can also resubscribe to the mailing list by accessing a previous management email and clicking "unsubscribe"

How to pay extra or offset the tax amount?

The tax amount can be offset within the individual employee profile.
Navigate to Menu > Settings > Employee Profile > edit the applicable Employee > within Employee Tax, set the offset amount under the Tax Offset Amount field.

How to check the status of a STP Lodgement?

The STP Log can be found on the STP STO Lodgement page.
Navigate to Menu > Payroll > click the Payslip button of the applicable Payrun > click the STP Lodge button > the STP Log can be viewed here.

How to nominate a new Super Admin?

The existing Super Admin account can nominate a new Super Admin. 

Navigate to Menu > Settings > General > Global  > within Business Contact Information. adjust the Super Admin settings to another user

How are Public Holiday dates added?

Microkeeper automates a full list of public holidays for all states in Australia.

Review this list by visiting the List of Australian public holidays page.

Public Holidays that are paid out do not deduct from an annual or personal leave balance.

Public Holiday days can be customized within the Public Holiday Rules. Review this guide to skip or add dates to the Public Holiday system.

How to change the company logo on payslips?

Company logos can be set in the general settings.

Navigate to Menu > Settings > General > Logo Upload.

How do I change the automatic tax calculation?

The automated tax value can be changed by clicking the edit button next to the tax amount at the bottom of a payslip

Change the value and click Update

How to add the Public Holiday for the National Day of Mourning?

Microkeeper has added the National Day of Mourning (24th of September 2022) to be treated as a public holiday for all users. 

How to add a payment to apply Tax but not Super?

Class the payment as Extra to have the payment item to generate Tax but not Super

How do I setup a Manager?

To setup your Manager in Microkeeper:

1. Designating an employee as a manager. 

  • Go to Settings > Employees. 
  • Click the Edit button next to the Managers name
  • Scroll down to "Access Control" and select the features they'll need access to. (Hover over the blue i if you're unsure of any settings) 

2. Designating the staff/area that the Manager is in charge of, this designates who they'll be able to see in the Rosters/Timesheet area etc.

  • Go to Settings > Locations 
  • Click the grey Edit button on the left, to change the location
  • Tick the Managers of that location (Managers can look after multiple locations) 
  • Select the group of staff who work there too. (To see how to configure groups go here: (https://microkeeper.com.au/guides.php?guide=group-configuration)

3. Designating who receives email notifications for particular staff

  • Manage > Notification Config
  • Use the plus button to designate which Manager receives emails for which event along the top of the table. 
  • Use the Primary column for the "Primary" or Fall back manager when either another column isn't set, or the email bounces.
How do I process an Ad hoc payrun or ad hoc payslip?

A payrun can be processed outside of the regular payroll cycle by running an Ad hoc Payrun

This allows you to create a Missed Payslip from a previous pay cycle, or create an blank payslip

Navigate to Menu > Payroll > Payruns

  1. Click the New Payrun button
  2. Configure the Ad hoc setting to either Ad hoc -Full Payrun or Ad hoc - Blank Payslips .
    Ad hoc - Full Payrun will include all Payrun calculation data the same as a Normal Payrun
    Ad hoc - Blank Payslips will skip calculations creating blank Payslips ready for manual amendment
  3. Configure the rest of the New Payrun settings as required.
Why am I receiving an error saying Oops The payroll process has already started contact payroll to make changes?

Timesheets will be locked if an active payrun exists for that pay period. 

Only management with Access Control > Payroll/Admin > Payroll - Full Access settings will be able to make changes to the Timesheets for that period. 

An Ad Hoc payrun can be generated instead to bypass this protection.

How to access the Microkeeper Store?

To purchase our Fingerprint Scanners, NFC Scanners, and iPad Mounts you can navigate to our store.

  1. Click on the "More" button located at the bottom right corner of the page.
  2. Scroll down to find the "Store" option and click on it.
Add New Public Holiday?

To add in a new public holiday date, you can navigate to Settings > Payroll Rules > Public Holiday Rules.

Then on the right click "Add Date" and type in the date you wish to add to the system. 

Then when payroll is processed for that period of time the date will be treated as a public holiday. 

How can I pay Super to a single employee?

A super contribution can be made for a single employee by changing the Report Filter.

  1. Menu > Payroll > Reports
  2. Select the same Period
  3. Select the Employee affected
  4. Run the Super Via Fund report - HTML
  5. Confirm the amount matches the amount in question

If a contribution needs to be made for multiple employees, a Group can be used to run the Super Via Fund report for that group of employees.


How to Process Parental or Maternity Leave?

To process parental or Maternity leave, it's best to use our Extra Rules feature.

Follow these steps to add a new rule:

Navigate to Menu > Settings > Payroll Rules > Extra Rules > Click the Create New Rule button.

  1. Select Add New Rule and enter the following settings:
    • Title: "Parental Leave". This title will help you to easily identify the rule when managing your payroll.
    • Employee: Select the employee from the drop-down list. It is important to ensure that the correct employee is selected so that the payment is made to the right person.
    • Type: Fixed. This type of rule ensures that a specific amount is paid for each instance of parental leave, regardless of the employee's regular pay.
    • Value: Enter the amount to be paid. This can be adjusted according to your company's policy or the relevant employment laws.
    • Multiplier: Ensure this is set to 1. This ensures that the full amount is paid for each instance of parental leave.
    • Classification: Select Extra to eliminate any Super and Leave Entitlements.
    • STP Category: Select Paid Parental. This category ensures that the payment is correctly reported via STP
    • Job Recording: Select the cost center if applicable.

  2. Once you have entered all the settings, click Add. This will save the new rule and it will be ready to use the next time you process payroll.
Why is Working Holiday Maker Tax calculating strangely?

Microkeeper's PAYG calculation,  for Working Holiday Makers will use the annualized wage to deduct the PAYG. 

This  is a custom calculation that ensures if are expected to earn over $45000 annually they are not undertaxed, and then owe a large tax bill at the end of the Financial Year. 

However, it is possible to manually update the tax percentage if the employee prefers the 15% calculation.

This is done in the Tax Details of the Employee Profile, under the Tax Rate Fix Percent area.

Can I add a custom field to an employees profile?

Custom Fields can be added to store and collect unique data. 

Navigate to Menu > Settings > Custom Fields > click Add New Field and configure the custom field as required

ID: A unique string to identify the field programmatically

Name:  A description of the field to explain what is expected. This will be displayed to employees.

Onboarding:  Configure if the custom field will display during Employees Self-Onboarding

Validation: Configure the validation of incoming data to help filter out unwanted answers.

Click the Add Field button to confirm your new Custom Field.

How do I add leave to a payslip?

Paid leave will automatically populate on a Payslip if an approved Leave Application exists for the pay period.

If you want to manually cash out an employees leave balance, you can use the "Add Leave" button on the top of an employees payslip.

Navigate to Menu > Payroll > click the "Payslip" button (of applicable Payrun).

  1. On the top of the applicable employee's payslip, click the "Add Leave" button.
     An image of the highlighted "Add Leave" button on the top of an employee's payslip
  2. Select the type of Leave to payout.
  3. On the Add Payment window, enter the amount of Hours to be paid out. The Rate and Multiplier of the payment can also be manually amended if needed. 
  4. Click the Add Payment button to confirm.
     Image of an Add Payment window of cashing out leave configured to pay out 7 hours of Sick/Personal Leave

How can I pay Super excluding one or more staff?

When you need to pay Super but you are missing details for one or more staff members, you can exclude those staff from your Super payment by first creating a group.

To create a group, go to Manage > Groups. Add a new group then add all staff to this new group, except for the staff members who should be excluded from your Super payment.

Now on our reports page (Payroll > Reports) before running the Super via Fund report, you will select the group created in the previous step.
Group Selection in Reports

The staff excluded from the group will not be included in the Super via Fund report, therefore Super can be lodged successfully without their details.

Where do I find bank account details in Superchoice?

SuperChoice will use the bank account details in your Microkeeper account to pay Super. To check the bank account details for Superannuation payments, go to Settings > General > Bank Details.

How can an employee upload a doctors certificate to their Personal leave request?

A doctors certificate can be added to Personal Leave requests only after the request has been submitted.

The employee can upload the doctors certificate from the Leave Request section of their Employee Console. 

Click the drop down arrow to expand the request:

List of Leave Requests

Then click on the button next to Upload a file:

Personal Leave Request

Family and Domestic Violence Leave?

From the 1st of February 2023, all employees of non-small business employers can take 10 days of paid family and domestic violence leave each year.

Based on the ATO's Payslip Facts, you cannot mention this form of Leave directly on the employees Payslip. They say it's best practice to show this on the Payslip in a way that appear that the employee hasn't taken leave.

Achieving this on the Microkeeper Payslips will require a manual adjustment, by editing the Payslip, using either the Add Payment button on the Payslip, or any of the edit buttons on the left of any Payment line.

Microkeeper recommends using the same Title for all instances of family and domestic violence leave so this can be tracked in reporting.

The Payslip may record the time as another type of leave, for example, Compassionate Leave at the employees request, do not use, for example, Annual Leave as this will affect the Annual Leave balance.

How can RESC Reportable Employer Super Contributions be reported for STP?

On the employees Payslip use the Add Super button, then select RESC and enter the Amount.


This will be reported as Super type R for STP reporting.

The RESC amount will be added to the Super Via Fund report ready to be processed to the Super Clearing House.

If you only wish to report the RESC amount and not pay the amount through Microkeeper, then:
Do this in an Adhoc Payrun so it can be isolated by Payment Date when reporting.

Can staff add a VEVO Check during employee onboarding?

Staff can complete a VEVO check during their onboarding process.

To trigger a VEVO check one of the following must happen:

  • Answers No to 'Are you an Australian Citizen?'
  • TFND set to Working Holiday Maker
  • TFND set to Foreign Residence
  • Overseas country set to outside Australia

The employee will then be presented with a VEVO Check form:

Vevo Check Form

The VEVO Check is performed in real time and a response provided.

VEVO Check Response

If a record is found the employee can close the form, if not they can try again.

Can I see expired Visas or VEVOs?

Yes, expired Visas can be managed in the VEVO module.

Navigate to Menu > HR > VEVO Checks > toggle the filter to "Expired"

Any Visa's that have been flagged as expired will be shown here.

Can I manually rerun a VEVO Check?

Yes, VEVO check can be manually rerun through the VEVO Checks module

Navigate to Menu > HR > VEVO Checks > filter for the applicable VEVO Check and click the dropdown box to see more details

In the details area of the VEVO check, a grey Run button can be clicked to rerun the VEVO Check.

how are VEVO and Visa checks maintained?

Some staff are eligible to work indefinitely, others are only eligible for 3 months or until the visa expiration date, after which another VEVO check must be completed.

Microkeeper will automatically make these future checks and if a change is detected this will be flagged for review.

Microkeeper will perform these additional automated checks at the start of each financial quarter.

Daily checks are made for visas that have recently expired.

What are the costs associated with the VEVO checks?

VEVO Check costs are based on a per-check basis at $2 per check.

An employee requiring a 3-monthly check will only cost $8 per annum, plus $2 for the initial check during onboarding.

Can I manually add a VEVO Check?

A manual VEVO check can be run through the VEVO Checks module page

Navigate to Menu > HR > VEVO Checks

Click the Add VEVO Check button.

In the configuration window, select the employee and enter either a Passport or ImmiCard number. 

Why cant I submit an STP Event after the Payment Date?

Because the lodgement being made is after the Payroll Payment Date , you won't be able to submit a "Normal" event anymore.

The only option will be to do an "Update" event. This is something decided by the ATO in their STP Reporting guidelines. Additionally, in Microkeeper we do still continue to send through the Year to Date totals for the financial year, the ATO just will not display the Gross or PAYG totals to pre-fill your BAS when you submit an Update event. 

Best practice for STP Lodgment  is to ensure that you always report STP on the day payroll is processed as your final step. 

That all said, this restriction won't  have any affect on the totals to be reported for EOFY, as the Payment Summary amounts are only based upon the Submission that you mark as "Final", which is done when finalizing your final payment for the financial year.

How do I process Child Support?

It's recommended to use a Deduction Rule to setup automated Child Support deduction payments.

Example: John Smiths child care payment is $482 a week

Navigate to Menu > Settings > Payroll Rules > Deduction Rules

Click "Create New Rule" to setup a new automatic deduction for Child Support

  • Deduction or Expense: Select Deduction.
  • Title: This will be the Payslip Title that appears on the employee's payslip. For example "Child Support J.Smith"
  • Group/Employee: Select the Employee affected. For example "John Smith".
  • Fixed or Percentage: Select "Fixed".
  • Value: Change this value to the desired amount. In this example "482"
  • Bank Account: If you wish for the deduction to included in the ABA file, the deduction can be automatically paid to the account selected. 
  • Classification: Select either PEA or 72A.
    Child Support PEA = Protected Earnings Amount. An amount that is protected from a Child Support Deduction. This amount is updated on the first day of each year and is maintained by Microkeeper
    Child Support 72A = Clause 72A means PEA does not apply, the DHS (department of Human Services) will let the employer know if this clause applies.

image of configured deduction rule for child support

Why does Gross Taxable Include Reimbursements in the Payroll Breakdown?

This is a limitation with the functionality with the "Reimbursement" Class.

This will not affect the PAYG calculations on the Payslips, but will affect the Payroll Summary.

How do I change an STP Lodgement?

You cannot change an STP lodgment once it's been sent to the ATO.

Instead you will just go to Payroll > Payruns > Payslip > STP Lodge, and under "Prepare to Lodge", Submit another lodgment with the corrected Settings. 

What does Unreachable mean on my STP Lodgement?

"Un-reachable" means the ATO's Servers were unreachable and did not send us any response to your lodgment to whether they received it.

You have two options: 

  1. Check the ATO's Business Portal, and see if they received it, but did not send us a message backs. 
  2. Lodge another STP event with the same settings as last time.
How do I setup an after tax payment plan?

An automated after tax deduction from an employees payslip can be setup using a Deduction Rule.


A deduction of $50 per week to recover payments for an employee training. 

Navigate to Menu > Settings > Payroll Rules > Deduction Rules

Click the Create New Rule button to configure a new Deduction Rule. 

  • Deduction or Expense: Select "Deduction". This will be applied After Tax.
  • Title: This will be the the Payslip Title that appears on the employees payslip.
  • Group/Employee: Select the Employee affected.
  • Fixed or Percentage: Select "Fixed" for deduct a fixed amount each payrun
  • Value: Enter the weekly amount to be deduced from the employees payslip
  • Bank Account: The deduction can be setup to automatically paid to a specific bank account
  • Classification: Select N/A. 

Click the "Add New Rule" to confirm your new Deduction rule. 

A picture of the configured rule

The Deduction Rule setup in the image above will automatically deduct $50 from the employee "James Adam" payslip titled as "Repayment Deduction". 

Payslip view of the Repayment Deduction Deduction Rule

Error message from Xero An authorisation error has occurred please check your access permissions?

If you get the error message:

An authorisation error has occurred, please check your access permissions.

This is because Xero requires a Business Plan to use Invoicing with Xero or the employer has reached their invoice limit of 20 invoices per month.

Xero API response:

AuthorisationException xero errornumber 23

ErrorNumber 23

Type AuthorisationException

Error from Xero 2 You have reached the limit of invoices you can approve?

The entry level plan only allows 20 invoices per month. Upgrade your plan to a Business Plan to increase your invoice limit.

Error from Xero 3 403 Detail AutheticationUnsuccesful?

The Xero authentication process was unsuccessful. Reconnect your Xero account to fix. 

Navigate to Menu > Settings > General > Global > under System Settings >

Click the Disconnect Xero button

image of the disconnect xero connection

Then click the Connect to Xero button and follow the prompts on the Xero page.

Image of selecting Xero for Integrating Accounting Suite.

Login to Xero with your credentials to authorise the Microkeeper connection.

Image of logging into Xero to allow Microkeeper connection

Error from Xero 2 Invoice not of valid status for modification?

The invoice that was sent to Xero from Microkeeper was voided. 

Use the Version change when submitting the invoice to try again. 

Click the drop down box under the "Send to Xero" and change from "v1" to another version


How does Microkeeper calculate PAYG Tax?

Microkeeper uses the Australian Tax Office's Tax Tables to calculate the PAYG Tax amounts being deducted from an employee's Pay. 

The tax table used will match the Pay Period (eg Weekly, Fortnightly, Monthly). 

The main exception are the Working Holiday Maker tax rates

An additional factor is when Allowances are categorized as "Tax Free Allowances", which means they do not contribute towards the total Gross Taxable. 

How do i create a broken shift allowance?

A Broken Shift Allowance can be created with a "Extra Rule". Note these steps are not to be confused with a "Broken Shift"

Navigate to Menu > Settings > Payroll Rules > Extra Rules > Click the "Create New Rule" button.

The key values to setup:

  1. Title: This will be the the Payslip Title that appears on the employees payslip. For example "Broken Shift Allowance".
  2. Group/Employee: Select the Employee affected.
  3. Fixed or Percentage: Change this option to the desired condition.
    The allowance is half an hour of an employee's ordinary pay - Set as Percentage.
    The allowance is $19 per broken shift - Set as Fixed.
  4. Value: Change this value to the desired payment amount.
    The allowance is half an hour of an employee's ordinary pay - Set as 0.5.
    The allowance is $19 per broken shift - Set as 19.
  5. Classification: See the Payments Classification Chart for appropriate classification.
  6. STP Category: See the STP Guide for appropriate category 
  7. Timesheet Lookup: Select Split Shift
My stapled super fund request cannot confirm an employment relationship?

If you are receiving the error 'We cannot confirm an employment relationship', we recommend that you use the employees username for the Payee Payroll ID

In the below image example, the employee SMITH,JOHN with the employee username john_smith -


How do I add a new group?

Navigate to Manage > Groups.

Click the blue plus icon "+" to add a new group.

Enter a name for the group then click the blue "Add Group" button.

Can we adjust the system to pay Super for employees under 18 years old who work a large number of hours?

Yes, you can force the system to always pay Super for under 18-year-old employees by setting their status as FT (Full-Time). This ensures that they always receive superannuation irrespective of their hours worked.

How is the superannuation for under 18 year old employees calculated?

If the employee is under the age of 18 and works less than 30 hours in a week, they are not eligible for superannuation. Microkeeper calculates hours based on the pay cycle itself. For example, if the pay period is fortnightly, it would consider 60 hours (30 hours per week in the fortnight).

How do I verify my business bank account?

After adding your bank account into Microkeeper a Verify button will appear.

Then click Send Codes, this will deposit two payments into you bank account.

Which will appear in your bank account, this is typically instant:

Verification Codes

The two payments make up a two codes, from the example above this will be 48 and 60, which must be entered back into Microkeeper.

can i setup flexible roster end times?

You can configure an employee profile to display their rostered shifts end time to display "Until Required" through their employee profile. 

Navigate to Menu > Settings > Employees > click "edit" for the applicable employee

Under Employee Display, untick "Show end time"

"Employee Display" option of "Roster End Time" with "Show end time" unticked

This will change the roster end time to "Until Required"

Image of roster shift with "Until Required" instead of an end time

what should i do if the timesheet is showing an end time before the start time?

This issue can occur with the interaction of "Roll Start Time Forwards" setting and two clock events that are close together. 

Example Scenario:

Roll Start Time Forwards: Roster - 15mins
Roster Start: 4:30AM
Clock In: 4:25AM
Adjusted Clock In: 4:30AM
Clock Out 4:26AM

In the above example, the system will have rolled the start time of shift to 4:30AM but create a clock off event at 4:26AM which will cause the issue of showing an end time before the start time. 

how does leave work during workers compensation?

There are different workers compensation laws for each state and territory.

Payment items with the Class "Workers Comp Entitlement" will vary the Leave entitlement based on the state of the employee.

WCES - Workers Comp Entitlements by State table

Annual LeavePersonal LeaveLong Service Leave

























+ (1)







(1) Only for 52 weeks, manual intervention required after that

Employees State is determined by the Timezone set in their Employee Profile.

how do i create an automated workers compensation payment?

Workcover payments can be automated using an "Extra Rule".


John Smith's workcover payment is 38 hours at their default rate of $25

The key configuration for the example above:

  1. Title: This will be the Payslip Title that appears on the employee's payslip. For example "Workcover J.Smith".
  2. Group/Employee: Select the Employee affected. In this example "John Smith".
  3. Fixed or Percentage: Select "Fixed".
  4. Value: Change this value to hourly rate. In this example "25".
  5. Multiplier/Shift count: Set this value to the paycycle hours. In this example "38".
  6. Classification: Select "Workers Comp Entitlement".
  7. STP Category: Select "Gross".

an image of an extra earnings rule configured to pay workers comp entitlement

The configured rule will now apply 38 hours at $25 classed as Workers Comp Entitlement.

image of a payslip with Workcover payment

need to add leave for employee?

You can add leave on behalf of an employee on the Leave Review page.

Navigate to Menu > HR > Leave Review > under "Leave Request on behalf", select the type of leave form and the employee to apply leave for.image of leave request on behalf of section in leave review

can i simplify or customise my employees payslips display?

Employee displayed payslips can be customised in the Global Settings.

Navigate to Menu > Settings > General > Global > under Payroll Settings, configure Payslip Display

There is 6 breakdown options for the payslip. Check or uncheck the boxes next to each option based on your preference and the clarity you want to provide to your employees.

For a simplified payslip: Check fewer boxes, focusing on the most important details.

For a detailed breakdown: Check more or all boxes to provide complete information.

  • Title: This represents the title of the payment. It's recommended to keep this selected as it will produce one line for each Shift Rule, Extra Rule, Leave, and Public Holiday that triggers.
  • Date: This shows the date the shift was worked. It might make the payslip lengthy as it will produce a line for each day worked. It's generally not recommended unless necessary.
  • Location: This indicates where the employee worked. If employees have different pay rates depending on their location, consider selecting this. Otherwise, it might be better left unchecked.
  • Role: This displays the role the employee worked in. Select this if pay rates differ by role.
  • Job: This option shows the specific job/task the employee worked on. Useful if there are different pay rates based on the job.
  • Class: Refers to various pay categories like Overtime, Bonus, Superannuation, etc. It's recommended, especially if 'Title' is unchecked.

image of payslip with different customization options

how do i import timesheets via csv?

Timesheets can be import via a CSV file. Follow these fields in the exact order mentioned (for any optional fields, leave as blank):

  1. Employee (Required): This field can be populated using the employee's Username, Payroll ID, Employee ID, or Employee Name. Microkeeper will attempt to match the record using any of these identifiers.
  2. Date (Required) : The date for the timesheet entry.
  3. Start Time (Required) : The beginning time of the work period.
  4. End Time (Required) : The concluding time of the work period.
  5. Location (Optional): The workplace location.
  6. Role (Optional) : The specific role of the employee for that timesheet entry.
  7. Job (Optional) : This can be identified by the JobID, Third Party ID, or Job Title. Microkeeper will attempt to match the record using any of these identifiers.
  8. Break (Optional) : This field requires the break duration in minutes. Microkeeper will search for a selectable break rule with the same duration and apply it.
  9. Note (Optional) : Any additional information or context you want to provide for that particular timesheet entry.

To upload formatted csv file navigate to Menu > Rosters > Timesheets > click the Import CSV button and select your CSV file.

If you're re-uploading data within the same date range that was previously imported via CSV, please be aware that any existing data within that range will be destroyed and replaced with the new CSV data.

how can i apply super on leave loading?

Super on Leave Loading can be enabled via the Employee Profile - Entitlement settings. 

Navigate to Menu > Settings > Employees > click Edit for the applicable employee > within the Employee Profile, under Entitlements, select Apply Super.

can I pay my bills with direct debit?

Microkeeper Bills/Invoices can be paid via Credit Card or Paypal. 

Paypal does offer a direct debit payment option which can be used to pay via direct debit.

how do i find the job id?

To find the Job ID, Navigate to Menu > Manage > Jobs. 

Then in the list of jobs, hover the mouse over the ID number of the job you wish to track, and a small box containing the Job ID will appear. EG The below Job ID is 1234.

Job ID

What are personal files in the employee profile?

Personal Files allows admins to store and manage individual employee-related documents such as contracts, performance reviews and certifications. 

Navigate to Menu > Settings > Employees > edit the applicable Employee > within the Employee Profile, under the Personal Files

Adding a New File

  1. Click on the "Add File" button to upload a new document
    1. Title: Enter a descriptive title for the file. This will be displayed to the employee.
    2. Type: Select the type of file from the dropdown menu. Options include awards, certificates, disciplinary actions, contracts, etc. 
    3. Upload: Attach a required document
    4. Status: Select the status of the document
      1. Draft: The file is not yet finalized and visible to the employee.
      2. Sight and Sign: The employee can view and sign the document to acknowledge receipt and understanding.
      3. Critical: The document must be signed before the employee can proceed with other tasks, like clocking in.
      4. Hide: The document is only accessible by admin staff and not visible to the employee.
      5. Archive: To store the document away from the active list without deleting it.

Employees can sign a document electronically through their Employee Console. Once signed, the document's status updates and it no longer be edited to ensure compliance.

If the document pertains to employee qualifications or skills, consider using the Skills Matrix instead, as employees cannot upload documents to the Personal Files. 

how can i setup leave loading?

Leave Loading can be configured in the employee's profile. 

Navigate to Menu > Settings > Employees > click Edit for the applicable employee > within the Employee Profile, under Entitlements - 

Set the Annual Leave Loading to the desired value. 

highlighted leave loading config in employees profile

how do i apply for unpaid parental leave?

A Time Off Request leave application can be used to apply for unpaid leave.

Time Off Request is unpaid leave not attributed to any leave balance. 

what is the Access Control?

Access Control ensures users have appropriate access to the different modules in the organization. Each user can have their own individual Access Control configuration allowing a dynamic setup of managers with different roles and responsibilities.

Navigate to Menu > Settings > Employees > click Edit to enter the Employee Profile > Access Control

The Access control divided into two main Categories: Manager Options and Payroll/Admin Options. Each category contains a list of permissions that can be toggled on or off for individual employees or roles.

Manager Options - 

  • All Locations: Grants a manager access to all Locations in the organization.
  • Rosters: Allows access to the Roster Modules.
  • Display Costs: Displays the costs associated with rosters, such as pay rates and shift rules of employees.
  • Timesheet Access
    • Full Access: allows complete control over timesheets.
    • Read Only: limits to viewing only.
    • No Access: restricts any interaction.
  • Leave Requests: Allows full access to the Leave Modules.
  • Add/Edit Employees
    • Full Access: Allows adding and editing employee details. Areas of Employee Profile is restricted by what Access Control you have.
    • Add Only: Permits adding new profiles.
    • No Access: Prevents any modifications.
  • NFC tags, Fingerprints, Facial: Enables manager to assign NFC tags and enroll fingerprints or facial recognition details.
  • HR - Skills and Qualifications:
    • HR - Config: Allows the creation of skill sets and qualifications within the system.
    • HR - Full: Managers can review both pending and approved skills and qualifications.
    • HR - Review: Limited to reviewing pending submissions. Once approved, the manager cannot view them again.
    • HR - No Access: Managers cannot see or manage employee skills and qualifications.

Payroll/Admin Options - 

  • Payroll Access
    • Full Access: enables full payroll processing capabilities.
    • Medium Access: provides read-only insight.
    • No Access: denies entry to payroll information.
  • Jobs and Clients: Allows the tracking and management of Jobs and Client-related information.
  • Invoicing: Enables the creation and editing of invoices.
  • Activity Feed: Provides visibility into the activity feed for organisation events and actions.
  • Group Config: Manages configurations for different groups within the organization.
  • Reports: Grants access to Reports and Analysis modules. Reports shown will display based on other Access Control Settings.
  • Settings: Provides access to all settings within Microkeeper.
  • Files: Allows access to file management without the ability to delete files.
How do I set a manager so they can only view a certain locations or groups on the roster and timesheet?

Manager access is determined by which Location/s the manager is assigned to


Each Locations manager will only be able to action their Access Control level tasks for the location they are managing.

Managers with All Locations configured in the Access Control will automatically have manager access to all setup Locations in the system.

what is a rest step up in shift rule conditions?

Rest Step Up is an advanced shift rule condition used to handle scenarios when employees do not get a sufficient rest period between shifts and requires an adjusted payment multiplier due to this. 

The Rest Step Up must be configured with an upper and lower limit hour threshold.
For example if you set a minimum 4 hours and a maximum 10 hours, the Rest Step Up shift rule would apply if the employee to any situation where an employee's time between shift is greater then 4 hours but less then 10 hours.
The lower limit is to handle any legitimate split shifts that an employee may work. 

Rest Step Up rules will override all other Shift Rules.

Below is a shift rule configured to pay 200% of the default rate classed as Overtime when an employees time between two shifts is greater then 4 hours but less then 10 hours.

an image of a shift rule configuration for advanced Rest Step Up condition

can you setup annualised salaries?

The Shadows Payrun feature is availiable for employees who are set as Salary in the system.

A section on the payslip will appear with any Timesheet calculations. This can used to compare the Timesheet hours to the Salary hours in the Reports area.
Navigate to Menu > Settings > General > Global > under Payroll Settings, select Shadow Payrun - Annualised Salary

image of shadow payrun feature option in global settings

An Employee can now be configured with a Rate Rule that will be used to compare against their salary hourly rate.
Navigate to Menu > Settings > Employees > edit the Employee > on the Employee Profile, under Payment and Employment - Salary

There is now an option to select a Rate Rule. Any Payroll Rules that affect the employee will use the selected Rate Rule rate. 

salary payment option with Shadow Rate Rule

A configured Shadow Salary employees payrun will now display two separate sections:

  • The greyed out section at the top calculates the Timesheet payrun with all Payroll rules applied.
  • The white section underneath is the standard Salary payrun.

an image of the payslip with shadow payrun enabled

The Shadow Payrun is designed to be used with the Shadow Comparison report.
Navigate to Menu > Payroll > Reports > open the Shadow Comparison report.

This report will break down each employee by each payrun with a comparison between the Normal salary calculation and the Shadow Timesheet calculation. 

an image of a Shadow Comparison report

will terminated staff still have access to their microkeeper account?

Yes, terminated staff will still be able to login to their Microkeeper account but under a limited access.

Their Employee Console will be restricted to their Personal Details and Payslips.

How can I add a commission or bonus to an employees payslip?

A one off commission or bonus payment can be added as a payment line to an employees payslip.

Click the + button to add a payslip Item to any area of the payslip.

An Add Payment window will appear. Configure the payment accordingly.

A common payment item for a commission or bonus might be configured like:

  • Title: This will be the payslip Title that appears on the employee's payslip. For example "Commission".
  • Class: Bonus
  • STP: Gross
  • Rate: The flat sum of the payment. For example "$5000".
  • Hours: N/A.
  • Multiplier: 1.

an example of a bonus or commission payment

how do i upload bulk payments via csv?

Payments can be bulk uploaded via CSV through the Add Amendments area of a Payrun.

Prepare your CSV file formatted with columns for Employee Identifier, Job, Rate, Hours, Multiplier, Classification, and STP Category.

Employee Identifier
STP Category
jane_doeJob A30.0061.5OvertimeOvertime Meal

To add the bulk payment csv file, navigate to the top left of an unlocked Payrun, under Add Amendments, click Payment.

Click the Upload CSV file button and select your CSV file.

Can I email payslips?

Payslips cannot be directly emailed. Instead payslips are viewed on the Employee Console through the Microkeeper website or Microkeeper mobile app.

Payslips can also be downloaded in PDF format to be forwarded. Click the Backup or Print button on the Payslip page to download the PDF format of the payslip.