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Onboard employees with JobAdder

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access level: Admin
 

New employees can use their Employment Hero account to enter all their personal details, including super and tax information, rather than filling out a mountain of paperwork on their first day. Employment Hero will also submit these all electronically for you, reducing your administration overhead.

You can onboard employees via your Employee Onboarding widget on your dashboard. This widget also allows you to see what stage your employees are at in their onboarding journey and provides reminders to employees if they have yet to complete their onboarding workflow.

Helpful Hint

For details on the employee onboarding workflow and how your employees progress through it, refer to this guide. Please make sure you have selected a default nominated super fund before letting your employees begin this process.

Getting started

Onboard an employee: No contract

Helpful Hint

If you choose to onboard a new employee without a contract, you can issue the contract later using the HR Documents feature. For further details on the HR Documents feature, refer to this article.

  1. Click the  Home menu.
  2. In the Employee Onboarding widget, click the Add button.
    addemployee01.jpg

  3. Enter the following information on the Basic Information page:

    • Personal email
    • First name
    • Last name

    Helpful Tip

    The employee code is an optional field and will not affect the onboarding process.

  4. Click the Continue button.
    addemployee02.jpg

  5. Enter the following information on the Employment Details page:

    Helpful Hint

    Depending on how you have set up, your candidate on JobAdder will determine which of the following pay and employment details will pull through automatically. To read further information on this, read this article.

    • Employing entity.
    • Employment type.
    • Start date.
    • Job title.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Location.
    • Teams.
  6. Click the Continue button.
    employmentdetails.jpg

  7. Enter the following information on the Pay Details page:

    Helpful Hint

    Depending on how you have set up, your candidate on JobAdder will determine which of the following pay and employment details will pull through automatically. To read further information on this, read this article.

    • Industrial instrument.
    • Classification.
    • Leave allowance template.
    • Date of birth.
    • Anniversary date.
    • Pay rate template.
    • Pay rate.
    • Superannuation.
    • Work hours.
    • Pay employees their normal working hours by default.

    Helpful Hint

    Pay Employees their Normal Working Hours refers to employees who work a dedicated and uniform set of hours every day/week that does not fluctuate.

    Warning

    The industrial instrument, classification, leave allowance template, pay rate template, and synchronise with payroll options are only available if you have a connection to Employment Hero Payroll.

    paydetails.jpg

    • Ordinary work day.
    • Pay category.
    • Pay schedule.
    • Cost centre.
    • Additional cost centres.
    • Benefits.
    • Synchronise with payroll.
  8. Click the Finish button.
    paydetails02.jpg
Onboard an employee: With a contract
  1. Click the  Home menu.
  2. In the Employee Onboarding widget, click the Add button.
    addemployee01.jpg

  3. Enter the following information on the Basic Information page:

    • Job.
    • Placement
    • Employee code.

    Helpful Tip

    The employee code is an optional field and will not affect the onboarding process.

  4. Click the Continue button.
    addemployee02.jpg

  5. Enter the following information on the Employment Details page:

    Helpful Hint

    Depending on how you have set up, your candidate on JobAdder will determine which of the following pay and employment details will pull through automatically. To read further information on this, read this article.

    • Employing entity.
    • Employment type.
    • Start date.
    • Job title.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Location.
    • Teams.
  6. Click the Continue button.
    employmentdetails.jpg

  7. Enter the following information on the Pay Details page:

    Helpful Hint

    Depending on how you have set up, your candidate on JobAdder will determine which of the following pay and employment details will pull through automatically. To read further information on this, read this article.

    • Industrial instrument.
    • Classification.
    • Leave allowance template.
    • Date of birth.
    • Anniversary date.
    • Pay rate template.
    • Pay rate.
    • Superannuation.
    • Work hours.
    • Pay employees their normal working hours by default.

    Helpful Hint

    Pay Employees their Normal Working Hours refers to employees who work a dedicated and uniform set of hours every day/week that does not fluctuate.

    Warning

    The industrial instrument, classification, leave allowance template, pay rate template, and synchronise with payroll option are only available if you have a connection to Employment Hero Payroll.

    paydetails.jpg

    • Ordinary work day.
    • Pay category.
    • Pay schedule.
    • Cost centre.
    • Additional cost centres.
    • Benefits.
    • Synchronise with payroll.
  8. Click the Issue Contract button.
    issuecontract.jpg
  9. Select the desired document and click the Continue button.
    selectcontract02.jpg
  10. After making the required changes on the editing screen, click the Continue button.
  11. Click the I have read and understood the disclaimer and accept the terms of use tick box.
  12. You now have three actions you can undertake with the document:
    • Email the document to the employee:
      1. Click the Email box.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email Contract button.
    • Print a copy of the document:
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft:
      1. Click the Save as Draft button.

Maintain

View all employees

Helpful Tip

The platform by default only shows five employees per page in the Employee Onboarding widget.

  1. Click the  Home menu.
  2. Click on the Next button.
    Employer_11.jpg 
Resume onboarding

Helpful Tip

The resume onboarding feature is only available when you have issued a contract during the onboarding process but have not sent the contract to the employee.

  1. Click the  Home menu.
  2. Click the   button.
  3. Click the Resume Onboarding button.
    Employer_10.jpg 
Remind signatory

Helpful Tip

The Remind Signatory feature is only available when you have issued a contract during the onboarding process, but the employee is yet to sign the contract.

  1. Click the  Home menu.
  2. Click the   button.
  3. Click the Remind Signatory button.
    Employer_14.jpg 
Re-send invite

Helpful Tip

The re-send invite feature is only available when the employee has yet to create their Employment Hero account by completing the password creation section on the Employee Onboarding workflow.

  1. Click the  Dashboard menu.
  2. Click the   button.
  3. Click the Resend Invite button.Employer_6.jpg 
View employee file
  1. Click the  Home menu.
  2. Click the   button.
  3. Click the View Employee File button.
    Employer_7.jpg 
Remove an employee
  1. Click the  Home menu.
  2. Click the   button.

  3. Click the Delete Employee button.

    Helpful Tip

    Deleting an onboarded employee will bypass your employee off-boarding process. Use the Delete Employee button primarily for cases where you have made a mistake with the onboarding application process.

    Employer_8.jpg 

  4. Type the employee's name and click the Yes, Delete file button.
    Employer_9.jpg 

Further information

What are all the onboarding steps?

Once you have onboarded an employee, the platform will display their progress within the Employee Onboarding widget. The progress bar has eleven steps; they are:

  1. Basic information.
  2. Employment details.

  3. Pay details

    Important

    An administrator would complete these first three steps when they onboard an employee through the dashboard widget.

  4. Employers signature.

    Important

    This is the signatory nominated to sign the contract.

  5. Employee contract signature.
  6. Personal details.
  7. Tax declaration.
  8. Superannuation details
  9. Work eligibility.

  10. Medical disclosure statement.

    Important

    This option only appears if you have enabled the medical disclosure statement to show during the Employee Onboarding workflow. To read further information on how to enable this feature, refer to this article.

  11. Certifications.

    Important

    This option only appears if you have enabled certifications to show during the Employee Onboarding workflow. To read further details on how to enable this feature, refer to this article.

    Onboard_6.jpg 

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