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Onboard a new employee

James Nixon
Updated
EH Content Team

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following user access levels: Manager    , Admin    

Enhance your new employees' onboarding experience with Employment Hero's paperless onboarding process. The Employee Onboarding widget on your dashboard allows you to specify pay and allowance details, track your employees' progress through the onboarding process, and send reminders if necessary. Your employee is then taken through just a few simple steps before onboarding is complete. 

Helpful Hint

To read further details on the employee onboarding workflow and how your employees progress through it, refer to the following guide.

Getting started

Onboard an employee without a 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. To read more about it, refer to this article.

  1. Click the   Home menu.
  2. In the Employee Onboarding section, click the Add button.
    addemployee.jpg
  3. In the Basic Information page, enter the following:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    screenshot of the basic information page, highlighting the continue button
  5. In the Employment Details page, enter the following:
    • Employing entity.
    • Location.
    • Employee code.
    • Employment type.
    • Start 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.

    • Company director.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Teams.
  6. Select if you want to trigger onboarding checklists for the employee.
  7. Click the Continue button.
    screenshot of the employment details page, highlighting the continue button
  8. In the Pay Details screen, choose between Salary or Hourly Pay. 
  9. Enter the Full-time equivalent salary in the Pay rate (100%) field. Do not worry, this will not be the salary used but is there to help you accurately calculate the pro-rata salary.
  10. Then, enter the following:
    • Actual weekly hours (the amount that the employee will work in a week as a part-time employee)
    • Full-time equivalent weekly hours (the amount that the employee would work if they were a full-time employee)

    Once these are input, the Effective Pay Rate is automatically calculated with a pro-rata salary based on the data provided. Any value that is in this field will be saved as the employee's salary. If you wish to use a different value, simply input the desired salary in this input and the calculator will correct the Pay Rate 100% field.

    Helpful Hint

    You have the option to enter the units as days, fortnight, month, or per annum.

  11. Enter the Effective Pay Rate.
    screenshot of where to enter the effective pay rate in the new employee file

    Helpful Hint

    The effective pay rate will be the salary amount used across the platform.

  12. Select whether the Employee is paid irregularly or Pay employee their normal working hours by default.
  13. Enter the following:
    • Ordinary work day (add in number of hours)
    • Pay category (optional)
    • Pay schedule (optional)
    • Cost centre (optional)
    • Additional cost centres (optional)
    • Apprentice (optional)
    • NMW/NLW Eligibility (optional).
  14. If you wish to add benefits, click on the Add Benefit button.
  15. Choose whether you want to synchronise with payroll by clicking the Synchronise with Payroll tick box.
  16. Under Pension Settings, choose the Assessment method.
  17. Click the Finish button.
    screenshot of the pay details screen, highlighting the finish button
Onboard an employee with a contract
  1. Click the   Home menu.
  2. In the Employee Onboarding section, click the Add button.
    addemployee.jpg
  3. In the Basic Information page, enter the following:
    • Personal email.
    • First name.
    • Last name.
  4. Click the Continue button.
    screenshot of the basic information page, highlighting the continue button
  5. In the Employment Details page, enter the following:
    • Employing entity.
    • Location.
    • Employee code.
    • Employment type.
    • Start 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.

    • Company director.
    • Probation length.
    • Primary manager.
    • Secondary manager.
    • Teams.
  6. Select if you want to trigger onboarding checklists for the employee.
  7. Click the Continue button.
    screenshot of the employment details page, highlighting the continue button
  8. In the Pay Details screen, choose between Salary or Hourly Pay. 
  9. Enter the Full-time equivalent salary in the Pay rate (100%) field. Do not worry, this will not be the salary used but is there to help you accurately calculate the pro-rata salary.
  10. Then, enter the following:
    • Actual weekly hours (the amount that the employee will work in a week as a part-time employee)
    • Full-time equivalent weekly hours (the amount that the employee would work if they were a full-time employee)

    Once these are input, the Effective Pay Rate is automatically calculated with a pro-rata salary based on the data provided. Any value that is in this field will be saved as the employee's salary. If you wish to use a different value, simply input the desired salary in this input and the calculator will correct the Pay Rate 100% field.

    Helpful Hint

    You have the option to enter the units as days, fortnight, month, or per annum.

  11. Enter the Effective Pay Rate.
    screenshot of where to enter the effective pay rate in the new employee file

    Helpful Hint

    The effective pay rate will be the salary amount used across the platform.

  12. Select whether the Employee is paid irregularly or Pay employee their normal working hours by default.
  13. Enter the following:
    • Ordinary work day (add in number of hours)
    • Pay category (optional)
    • Pay schedule (optional)
    • Cost centre (optional)
    • Additional cost centres (optional)
    • Apprentice (optional)
    • NMW/NLW Eligibility (optional).
  14. If you wish to add benefits, click on the Add Benefit button.
  15. Choose whether you want to synchronise with payroll by clicking the Synchronise with Payroll tick box.
  16. Under Pension Settings, choose the Assessment method.
  17. Click the Issue Contract button.
    screenshot of the pay details screen, highlighting the issue contract button
  18. Click the Actions button for the contract you need.
  19. Click the Select button.
    screenshot of the select contract screen, highlighting the actions and select buttons

    Helpful Hint

    You can only send one contract during onboarding but you will get the option to upload supporting documents, such as a job description, on the next screen. Additional contracts can be issued using the HR Documents feature. See this article for more information.
  20. In the Draft Contract page, make the required changes to the contract.
  21. Click the Continue button.
  22. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
  23. 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.
  24. Click the Upload document button if you want to upload additional documents, such as a job description.Screenshot of the finalise document page highlighted are agree sign your signature and upload document
  25. You now have three actions you can take:
    1. Email the document to the employee:
      • Click the Email circle button.
      • Review the email message you are sending to the employee.
      • Click the Email Email document button.
    2. Print a copy of the document:
      • Click the Hard copy circle button.
      • Click the Print document button.
    3. Save the document as a draft:
      • Click the Save As Draft button.

Daily activity

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 for the employee you need to remind.
  3. Click the Remind Signatory button.
    remindsignatory.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   Home menu.
  2. Click the   button for the employee you need to re-invite.
  3. Click the Re-send Invite button.
    resendinvite.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 who needs to resume onboarding.
  3. Click the Resume Onboarding button.
    resumeonboarding.jpg
View employee file
  1. Click the   Home menu.
  2. Click the   button for the employee whose file you want to view.
  3. Click the View Employee File button.
    viewemployeefile.jpg

Removing data

Remove an employee
  1. Click the   Home menu.
  2. Click the   button for the employee whose file you want to delete.
  3. Click the Delete Employee button.

    Helpful Tip

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

    deleteemployee01.jpg
  4. Type the employee's name.
  5. Click the Yes, delete file button.
    deleteemployee02.jpg

Explore related content

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  • Give a shout outThis feature allows you to shout out a co-worker for stepping in once off and helping you out with your role or a project.

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