I am a new employee, how do I start onboarding via Swag or the HR platform?

Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access level: Employee

Our HR platform makes setting up your Employment Hero profile a breeze by breaking it down into easy-to-complete tasks. It involves filling in your personal information such as your address, bank account information, and superannuation. The steps in this article will show you how to complete your Employment Hero profile and onboard to your organisation's HR platform. 

Important

If an employee selects the Company Nominated Super Fund option when onboarding, your organisation's payroll admin must manually create the employee's super account.

  Interactive learning

Click here for an interactive demo

How to onboard on your phone via Swag

Step 1: Download the Swag app
  1. Navigate to the App Store for iOS devices and Google Play Store for Android devices.
  2. Search for Swag by Employment Hero.
  3. Download the app. 
  4. Once Swag has been downloaded onto your device, you are ready to create your account.
Step 2: Create your account
    1. You will be sent an invitation link via email to onboard to fill in all your details.
    2. Open the invitation email.
    3. Click the link to set password.
      Screenshot of an email with password highlighted
    4. Click Open if prompted.
      Screenshot of open Swag screen with open button highlighted
    5. Type your chosen password on the Password field.
    6. Click the Set Password button.
      Screenshot of set password page
    7. Set a passcode.
      Screenshot of password screen
    8. Your contract will appear the first time you log in.

      Important

      If you cannot see your contract, this means your manager has decided to onboard you without it. They can issue your contract at any point after you finish your onboarding process. For advice, they can refer to this article: How do I manage my organisation's HR documents? | HR Employee File.

    9. Review your contract terms carefully.
    10. Click the By Signing and Finalising this Document checkbox to acknowledge you have read, understood, and agreed to your contract terms.
      Screenshot sign and accept screen with sign and accept highlighted

Helpful Hint

If you enter your email address into Swag without having set up a password, this will trigger a new email to be sent to your registered email address, which will prompt you to set up your password so that you can log in to Swag.

How to onboard on a computer via the HR web platform

Step 1: Set your password via your invitation email
  1. You will be sent an invitation link to onboard to fill in all your details.
  2. Open the invitation email.
  3. Click here.
    screenshot of the email invite containing the link to set your employment hero password
  4. Type your chosen password on the Password field.
  5. Click the Set Password button.
    screenshot of the page where you can set your password, with a highlight on the set password button
Step 2: Sign your contract

Important

If you cannot see your contract, this means your manager has decided to onboard you without it. They can issue your contract at any point after you finish your onboarding process. For advice, they can refer to this article: How do I manage my organisation's HR documents? | HR Employee File.

  1. Review your contract terms carefully.
  2. Click the By Signing and Finalising this Document checkbox to acknowledge you have read, understood, and agreed to your contract terms.
    screenshot of the contract, with a highlight on the checkbox acknowledging the terms on the document
  3. Put your signature on the Sign your signature field.

    Helpful Hint

    To sign, you can:
    • Use your mouse to draw your signature; or
    • Click the  button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.
  4. Click the Sign and Accept button.
    screenshot of the contract, highlighting the signature field and the sign and accept button

    Important

    You can always access your contract once you finish onboarding from the My Documents feature.
Step 3: Enter your personal details
  1. In the Personal Details section, enter the following:
    • Title.
    • Date of birth.
    • Gender.
    • Address Country.
    • Address Line 1.
    • Address Line 2.
    • Suburb.
    • Timezone.
    • Personal Mobile Number.
    screenshot of the screen where you enter your personal details
  2. In the Emergency Contact section, enter the following:
    • Contact name.
    • Daytime contact number.
    • After Hours Number.
    • After Hours Mobile.
    • Relationship.
  3. In the Bank Details section, enter the following:
    • Account Name.
    • BSB.
    • Account Number.
    screenshot of the emergency contact and bank details sections
  4. If there is an Additional Information section, enter the required details.

    Helpful Hint

    If you cannot see the Additional Information section, this means your manager has disabled the feature for you. They can enable it by following this article: How do I customise onboarding and employee file fields via the HR Platform?
  5. Click the Next button.
    screenshot of the additional information section, with a highlight on the save button
Step 4: Enter your tax details
  1. Enter your Tax File Number into the Tax File Number field.

    Helpful Hint

    If you do not have a Tax File Number, you can use the Select drop-down.

  2. In the Are you drop-down, select whether you are:
    • An Australian resident for tax purposes.
    • A foreign resident for tax purposes.
    • A working holiday maker.
  3. Select either Yes or No for the following options:
    • Do you want to claim the tax-free threshold from this payer?
    • Do you have a Higher Education Loan Program (HELP), Student Start-up Loan (SSL) or Trade Support Loan (TSL) debt?
    • Do you have accumulated Financial Supplement debt?
  4. Draw your signature on the Sign your signature field.

    Important

    You can click the Choose File button to import an image of your signature. The recommended file size is 300 x 100 pixels.

  5. Click the Next button.
    screenshot of the page where you fill in your tax details, with a highlight on the next button
Step 5: Set your work eligibility
  1. Select either Yes or No to the question Are you an Australian/New Zealand citizen or an Australian permanent resident?
    screenshot of the work eligibility screen, highlighting the question on citizenship and residency

    Helpful Hint

    • If you answered Yes, jump to 4. Click the Acknowledgement checkbox.
    • If you answered No, continue to the next number normally.
  2. Complete the following fields in the Work Eligibility section:
    • Passport number.
    • Passport expiry date.
    • Country of passport.
    • Visa type.
    • Visa expiry date.
  3. Click the Add document button to upload supporting documents.
    screenshot of the work eligibility screen where you enter your passport and visa details
  4. Click the Acknowledgement checkbox.
  5. Click the Next button. 
    screenshot of the bottom of the work eligibility page, with a highlight on the acknowledgement and the next button
Step 6: Set up your superannuation
  1. Read the important information about nominating a superfund.
    super01.jpg

  2. Select which fund you would like to nominate.

    If we have found one of your existing funds, we will show you those first on the Your existing funds tab; otherwise, you will see these on the Featured funds tab.

    You can also nominate your own fund, your employer's default fund, or your own SMSF on the Other existing funds tab.

    superupdate01.jpg superupdate02.jpg superupdate03.jpg
  3. Complete the digital choice form. This tells your employer which fund to send their superannuation contributions to

    • a) Review your fund details and supply and additional information. This information will be used to complete sections B, C or D of the Standard Choice Form depending on which type of fund you nominated.
      super03.jpg
    • b) Review your name and if you would like to include your Tax File number on your choice form. This information will be used to complete section A of the Standard Choice Form.
      Note: If you provided your TFN to your employer using the Tax Declaration Form, and they make a superannuation contribution to your super fund on your behalf, they are required to give your TFN to your super fund.
      super04.jpg
    • c) Confirm your nomination. This is equivalent to signing the choice form.
      super05.jpg
    • d) Success. You have nominated your super fund. You can choose to download an ATO Standard Choice Form, which has been completed with your supplied details. This can also be downloaded form your employee profile.
      super06.jpg
  4. Click the Continue button.

Step 7: Upload required certifications
  1. Click the Actions button for the certification you want to update.
  2. Click the Edit button.
    screenshot of the certifications page, with a highlight on the actions and edit buttons
  3. Complete the required fields.

    Helpful Hint

    Some certifications may require you to upload a supporting document. The maximum uploaded file size allowed is 10Mb.
  4. Click the Save button.
    screenshot of the modal where you can update your certification, with a highlight on the save button

    Helpful Hint

    Do steps 1-4 for each certification you need to update. The status of each certification will go from Outstanding to In Review or Active after you successfully update them.
  5. Click the Next button.
    screenshot of the certifications page, with a highlight on the next button
Step 8: Disclose medical conditions
  1. Select Yes or No to the question 'Do you have, or suffer from any pre-existing injury, illness, medical condition or allergy, which may impact on your ability to safely perform the inherent requirements of your role?'
    screenshot of the medical disclosure statement page, highlighting the question on medical conditions

    Helpful Hint

    • If you answered No, click the Next button and continue to Step 9: See an introduction to benefits.
    • If you answered Yes, then continue to the next number normally.
  2. Enter the Nature of injury/medical condition.
  3. Select Yes or No regarding medical clearance to work.
  4. Enter your Current work restrictions
  5. Click the Next button.
    screenshot of the medical disclosure statement page, with a highlight on the next button
Step 9: See an introduction to benefits

Helpful Hint

You will now see a short introduction to the benefits you can enjoy when using the Swag app.

  1. Click the Done button to proceed to your organisation's dashboard.
    screenshot of the introduction to benefits page, with a highlight on the done button

    Helpful Hint

    You can also click the Learn More button to see more information about the Swag app.

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Comments

16 comments
Date Votes
  • Wonderful

    0
  • I am with Aware Super and they have undergone major changes from 6th Nov 23, has your dystem updated this yet? I am having trouble finding it now.

    0
  • Hi Ruth Hamer thanks for your inquiry. Our product team has released an Aware super update on the 24th of October that included the following:

    • Swag users with Aware added are now prompted to consolidate their super in the Swag app.
    • New Aware super members have a new optional super choices step asking them to enable the Super Services feature when onboarding onto the HR platform.
    • EH HR Web Employees with Aware nominated are now prompted to consolidate their super from the Superannuation section of their employee file.

    We have also just updated this article to include these changes. I hope this answers your question.

     

     
     
    0
  • I have lost my contract
    I have signed in a new password but can't find my
    Contact
    Renate Smith working Yarra Glen hotel Victoria
    I have not signed it yet sorry

    0
  • Hey Renate Smith You can find your assigned documents that you need to sign via the My Documents feature. You can refer to the How do I access my assigned and uploaded documents? | HR Web Platform for information on how this feature works.



    0
  • Thankyou

    2
  • Wonderful

    2
  • Do I really need to use my passport for Employee Onboarding? I haven't used my passport in 10 years and don't plan to for the foreseeable future so it's expired and I haven't renewed it solely because I don't plan on using it, however the onboarding process requires me to have a valid passport? Why can't I just use my birth certificate?

    0
  • Hi Charles Wratten-Eassie, I’m Gab from the EH content team. In order for you to get a personalised answer for your query, I’ve raised a ticket for you with our support team. Your reference number is #1050962. Thank you!

    0
  • Hi,

    I am stuck in onboarding process. I am on the certification uploading step which is pending where I still need to finish few certificates and upload. Could you please assist in accessing the app for other things like view salary slip, apply leaves or upload medical certificate without completing the pending step?

    0
  • Hi @Anipriya, 

    Thanks for reaching out. 

    If you have an issue with the platform stuck in pending, you'll need to speak to the support team who will be able to look into technical issues. 

    I have created a support ticket for you, the ticket number is  Ticket ‭#1061710‬. The support team will be in touch confirming that they have received your support request. 

    0
  • I'm stuck on the last stage of onboarding,everything is outstanding and I feel I'm missing something. Should I be using a computer instead of my phone possibly?

    0
  • Hi Hayden Ruki, we generally recommend using a computer for onboarding if you have access to one as your connection and stability are usually more reliable.

    0
  • My App does not work it will only load up the page with just and email option ( then prompts me to look for other jobs)

    i have deleted and re downloaded the app multiple times and my employer has ever deleted me off and re-invited me.

    0
  • Hello, I'm trying to complete my onboarding & getting stuck at the Super section, I'm with Commonwealth Bank Superannuation Savings Account but it doesn't pop up by the ABN, USI, Name or Account Number.

    0
  • Hi Alexandra Lovell, thank you for your comment.

    I've raised a ticket with the support team to assist with your query. They should be getting back to you soonest.

    0

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