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Employees

Everything in Microkeeper is about your employees: who works where, when they work, how they're paid and what they can see. Each person has one employee profile, and every part of Microkeeper reads from it.

Required planAll plans
Required accessTo edit profiles: Settings, or Employees - Add/Edit or Employees - Edit

What an employee is in Microkeeper

An employee is anyone with a login to your Microkeeper account: your casual cooks, your restaurant managers, your payroll officer and you, the owner. There are no separate user accounts. A manager is an employee with manager access, and an admin is an employee with payroll and settings access. See Managers and Access.

Each employee logs in with a username that's unique across every Microkeeper business. Their home is the Employee Console, where they see their roster, clock on and off, request leave and read their payslips. See Employee Console.

What connects to an employee

The rest of Core Concepts connects to the employee's profile, and every part of Microkeeper uses those connections:

Diagram: the employee profile, one per person and read everywhere, sits in the middle. Around it are Groups, which decide which pay cycle pays them, where they can work and which pay rules apply; cost centres, the Location, Role and Job on every shift they work; managers, who roster them, approve their shifts and get emails about them; and access, what they can do and see, from their own payslips to running payroll. Below, rostering, timesheets, leave, payroll and reports all use them.

  • Groups: their pay cycle Group decides which pay runs pay them, a Location's Group decides where they can be rostered, and the Groups your pay rules are limited to decide which rules apply to them.
  • Cost centres: the Location, Role and Job recorded on every shift they work, so you can see what their hours cost.
  • Managers: the managers of their Locations roster them and approve their shifts. See Managers and Access.
  • Access: what they can do themselves, from seeing their payslips to running payroll.

Most surprises come from a missing connection. For example, an employee who isn't in their pay cycle's Group is left out of its pay runs, and one who isn't in a Location's Group can't be rostered there.

An employee's journey through Microkeeper

From the day you add them to the day they leave, an employee moves through Microkeeper like this:

Diagram of one employee from start to finish. They are 1 added, one at a time or imported, and 2 onboard, entering their own tax, bank and super. Then, every pay period, they are 3 rostered at a Location in a Role, 4 clock on and off for the hours they actually work, 5 take leave that is requested, approved and shown on their timesheet, 6 have their shifts approved by their managers, and 7 are paid with a payslip, STP and super. Finally they 8 leave the business, terminated and finalised for STP. Throughout, their Groups, Location, Role, pay and access live on the same employee profile.

  1. Added: you add them one at a time, or import your staff. See Add an Employee and Import Staff.
  2. Onboards: they log in and enter their own tax file number declaration, bank account and super fund. See Onboarding.
  3. Rostered: their manager rosters them at a Location, in a Role. See How Rostering Works.
  4. Clocks on and off: their timesheet records the hours they actually work. See Clocking Options.
  5. Takes leave: they request leave, a manager approves it, and it shows on their timesheet over their rostered hours. See How Leave Works.
  6. Shifts approved: the managers they work for check and approve their shifts. See Approve Timesheets.
  7. Paid: each pay run turns their hours into a payslip, lodges it with the ATO through Single Touch Payroll and pays their super. See Run a Pay Run.
  8. Leaves the business: you terminate them and finalise them for Single Touch Payroll. See STP Staff Changes.

Steps 3 to 7 repeat every pay period. Throughout, the same profile holds their Groups, Location, Role, pay and access, so changing it changes everything that reads from it.

The employee profile

Navigate to Menu > Settings > Employees and click Edit next to an employee. Their profile is split into sections, and you only see the sections your access allows.

Part of their work lifeProfile sections
Who they arePersonal Details, Address, Custom Fields, Personal Files
Where and when they workGroup Allocation, Contracted Hours, Availability, Employee Clocking, Employee Display
How they're paidPayment and Employment, Entitlements, Employee Tax, Super Fund Details, Advanced Super Details, Banking, Opening Balances, Payslip Config
Their status and accessActive Status, Access Control

Employees fill in much of this themselves during onboarding. You set what's yours to decide, such as their pay, Groups and access.

Employee status: employed, paused or terminated

Each employee's Active Status, on their profile, is one of:

StatusWhat it means
Currently EmployedWorking for you. They can do everything their access allows.
Employment PausedStill employed, but not working for now, such as on extended leave. They have limited access and aren't included in pay runs, but are included in your Final STP lodgement. They don't need a termination date.
Employee TerminatedNo longer employed. They keep a limited login where they can only see their payslips and payment summaries.

When an employee leaves, set their Termination Date and Cessation Type as well: Single Touch Payroll needs both. See STP Staff Changes.

Common mistakes with employees

Why isn't an employee in my pay run?

Check their Active Status is Currently Employed: paused staff aren't paid. Then check their start date is on or before the end of the pay period, and, with more than one pay cycle, that they're in that pay cycle's Group.

Do I need to add myself as an employee?

You already are one: the account owner has an employee profile. If you aren't paid through Microkeeper, you don't need a pay rate or pay cycle.

Guides related to employees

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