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

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 pension. The steps in this article will show you how to complete your Employment Hero profile and onboard to your organisation's HR platform.

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What you need to do

Step 1: Set your password

Important

Your invitation link to join the HR platform expires after 72 hours. Your manager can resend a link if your invitation expires. For help, they can refer to this article: How do I invite my employees to the HR platform?

  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 to the platform without it. They can always issue your contract at any point after you finish your onboarding process. To do so, 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.
    • City/Town.
    • County.
    • Postcode.
    • Time zone.
    • Personal Mobile Number.
    screenshot of the personal details screen, showing the personal section
  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.
    • Account Number.
    • Sort code.
    • Roll number.
    screenshot of the personal details page, with a highlight on the emergency contact and bank details
  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 next button
Step 4: Enter your tax and NI details

Helpful Hint

If you are a new employee, choose whether to select the Do you have a P45 Form tick box. If you select this field, the P45 form will now show on your onboarding screen.

  1.  In the Tax and NI Details section, enter the following:
    • Do you have a P45 form.

      Important

      If you click the Do you have a P45 form? checkbox, the Previous Employer (P45) section will appear at the bottom of the page. If you do not have a P45 form, you can leave the checkbox unticked.

    • Payroll ID.
    • Employee statement.
    • Has student loan.
    • Has post grad load.
  2. In the National Insurance Details section, enter the following:
    • National insurance number (NINO).
    • National insurance category.
    • Company director.
    screenshot of the tax and N I details page
  3. In the Previous Employer (P45) section, complete the following:
    • Employee PAYE reference.
    • Leaving date.
    • Student Loan deductions to continue.
    • Tax code at leaving date.
    • Total pay to date.
    • Total tax to date.
    • Upload P45.

    Important

    The Previous Employer (P45) section will only appear if you clicked the Do you have a P45 form? checkbox in the Tax and NI Details section.

  4. Click the Next button.
    screenshot of the P 45 section, with a highlight on the next button
Step 5: Set your work eligibility
  1. Select either Yes or No to the question Are you a United Kingdom citizen or a United Kingdom 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 start date.
    • Visa expiry date.
  3. Click the Add document button to upload supporting documents.
    screenshot of the work eligibility page where you can enter your passport and visa details
  4. Click the Acknowledgement checkbox.
  5. Click the Next button.
    screenshot of the acknowledgement section of the work eligibility page, highlighting the next button
Step 6: 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, highlighting 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, highlighting 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, highlighting the next button
Step 7: 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 screen, highlighting the question on medical conditions

    Helpful Hint

    • If you answered No, click the Finish button to proceed to your organisation's dashboard.
    • 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 Finish button.
    screenshot of the medical disclosure statement page, highlighting the finish button

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