Available for the following EmploymentOS plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR Classic plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Admin
In the employee file, admin users must set a system access date for onboarding employees. This date (on or before the employee’s official start date) determines when they gain full access to Employment Hero. The system access date is a mandatory field.
Until the system access date is reached, the employee will have limited access. Access is restricted to their own employee file and a few basic features. Full employee access is automatically granted on the system access date.
This article explains how to:
- Set up a system access date from the employee file
- Set up a system access date from onboarding
- Further information
Set up a system access date from the employee file
- Log in to Employment Hero.
- On the left-hand side menu, click on People.
- Click on Employee List.
- Click on the employee for whom you want to set up a system access date.
- Click on the pen icon on the Employee Records tile.
Helpful Hint
For pre-existing employees with no system access date, this field will need to be filled in to update Employment Records.
- Enter the system access date.
- Click on the Save button.
Set up a system access date from onboarding
- Log in to Employment Hero.
- On the left-hand side menu, click on People.
- Click on Employee List.
- Click the Add Employee button.
- Click Onboarding.
- In the Basic Information page, enter the following:
- Personal email.
- First name.
- Last name.
- Click the Continue button.
- In the Employment Details page, enter the following:
- Will this employee fill an existing vacant position?
Important
Users on the Classic Platinum and Employment Unlimited plans can choose to fill a vacant position with the employee being onboarded. Doing this will remove the vacant position from the Vacant Positions page.
- Employing entity.
- Location.
- Employee code.
- Employment type.
- Contract type.
- Employee income type.
- Start date.
- System access date.
- Job title.
- Industry standard job title.
Helpful Hint
Industry standard job title is the role name that your industry most commonly uses to refer to your employee's job title.
- Probation length.
- Primary manager.
- Secondary manager.
- Teams.
- Will this employee fill an existing vacant position?
- Select if you want to trigger onboarding checklists for the employee.
- Click the Continue button.
- In the Pay Details page, enter the following:
- Industrial Instrument.
- Classification.
- Leave allowance template.
- Date of birth.
- Anniversary date.
- Pay rate.
- Superannuation.
- Work hours.
- Pay employees their normal working hours by default.
- Ordinary work day.
- Pay category.
- Pay schedule.
- Cost Centre.
- Additional Cost Centres.
- Benefits.
- (for payroll classic users) Synchronise With Payroll - You can sync this employee's data to your chosen payroll platform if it is integrated with Employment Hero.
- (for Intelligent Payroll users) Do not add employee to payroll - Check this box if you do NOT want to include the employee to your pay runs and payroll.
- Click the Finish button.
Further information
The system access date can be set up until the employee's start date.
For example: if you add the new employee's start date as 5 August, 2025, you will have to set the system access date on or before 5 August, 2025. Then from 5 August, 2025, the new employee will become a full-access user in your Employment Hero account.
- The Employment records, pay and compensation and documents sections in the employee file.
- Induction content.
- Company policies.
- Tasks.
If you are looking for further ideas, try our community.
Explore similar topics
- Setting up onboarding checklists The Onboarding Checklist feature aids hiring managers in managing the steps required to integrate new staff into the company.
- Configure my organisation's onboarding workflows You can use Onboarding Workflows feature to trigger onboarding checklists, create a Google Workspace and Microsoft account, a 1:1 or create a task once an employee finishes onboarding onto your platform.