Onboarding
Onboarding is how new staff enter their own details, such as their tax file number declaration, bank account and super fund. You send them a welcome letter, they finish onboarding on the Employee Console, and you track who's done on Onboarding Review.
| Required plan | All plans |
|---|---|
| Required access | Every employee finishes their own onboarding |
| To send welcome letters | Settings, or Employees - Add/Edit or Employees - Edit |
This guide covers how to:
- Send welcome letters.
- Help staff through their onboarding steps.
- Find where to track their progress.
How staff onboarding works
- You add the employee, one at a time or by importing a spreadsheet.
- You send their welcome letter, by email or SMS, with their username and a first password.
- They log in and click Continue Onboarding on the Employee Console. Each step asks for one of their details.
- Microkeeper reminds them by email until they've finished, every second day for 24 days from their start date.
- You check their progress on Onboarding Review.
To add staff, see Add an Employee and Import Staff.
Send welcome letters
When you add one employee, tick Email or SMS to Mobile Number under Send Employee Welcome Letter. Imported staff, and staff added with Send Later, aren't sent one until you send it.
To send letters to everyone who hasn't had one, navigate to Menu > Settings > Employees and click the Staff Added box. On Onboarding Review:
- Next to Never sent a Welcome Letter, click Send to all.
- Click OK to confirm.
Letters go to active staff with an email address, up to 250 at a time. If you have more, click Send to all again. To send one employee's letter, click Welcome on their row.
You can also send letters from the Employees page: tick the staff, click Welcome Letter, then Send Email to Selected or Send SMS to Selected.
Send welcome letters once each employee's pay cycle, Groups and pay are set, so the details they see are right.
What staff do when they log in
The welcome letter gives the employee their username and first password. When they log in, the Employee Console shows Continue Onboarding. The steps ask for:
- Their tax file number declaration and tax file number.
- Their home address, bank account and emergency contact.
- Their email: they tick Confirm email, click Save, then open the link Microkeeper emails them and come back.
- Their mobile: they tick Confirm mobile number, click Save, then enter the 4 digit PIN sent by SMS.
- Their super fund: they click Start Super Setup. If their fund isn't offered, they choose Choose Other, click Next, search for the fund by name or USI, save it, then enter their member number.
Depending on your settings, they may also be asked for a profile picture, their availability, skills, personal files or a VEVO check.
Changing the first password isn't required. Ask your staff to choose their own with Change Password under Quick Links on the Employee Console.
Track onboarding on Onboarding Review
Navigate to Menu > Settings > Employees and click the Staff Added box. Onboarding Review lists your new staff with the steps each still has outstanding, and which reminder email they're up to.
Before a pay run, use it to check your new staff have given everything payroll needs. See Onboarding Review.