1. Log in to Employment Hero.
2. On the left-hand side menu, click on People.
3. Click on People list.
4. Click on the employee for whom you want to set up a system access date.
5. Click on the pen icon on the Employee Records tile.
   

1. Enter the system access date.
   
2. Click on the Save button.
   

1. Log in to Employment Hero.
2. On the left-hand side menu, click on People.
3. Click on People list.
4. Click the Add Employee button.
   
5. Click Onboarding. 
   
6. In the Basic Information page, enter the following:
   • Personal email.
   • First name.
   • Last name.
7. Click the Continue button.
   
8. 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.
9. Select if you want to trigger onboarding checklists for the employee.
10. Click the Continue button.
    
11. 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.
12. Click the Finish button.
    

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.

Until the system access date is reached, new employees have restricted access. Their visibility and functionality are limited and can be customised by admins. By default, most sensitive or company-wide information is hidden.

Restricted users can generally access the following, depending on admin configurations:

• My Profile: Employees can access their profile, though certain sections like Employment History are hidden.
• Policies: Restricted users can view and acknowledge policies assigned to them via web and mobile.
• Induction Content: This is accessible if given a system access date, though it is typically hidden from restricted users by default on mobile.
• Documents: Employees can manage and view documents in their file if granted permission, though access is controlled by role and group settings.
• Tasks: Assigned tasks remain visible.

Note: Features such as Payslips, Leave, Rosters, Timesheets, Expenses, and the Staff Directory are hidden from restricted users unless explicitly enabled by an admin.

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