1. Click the Home menu.
2. In the Employee Onboarding section, click the Add button.
   
3. In the Basic Information page, enter the following:
   • Personal email.
   • First name.
   • Last name.
4. Click the Continue button.
   
5. 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.
   • 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.
6. Select if you want to trigger onboarding checklists for the employee.
7. Click the Continue button.
   
8. 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.

   • Primary Worksite.

     Helpful Hint

     Once you select a Primary Worksite, the Primary Position drop-down will become available. Cost centres will automatically populate based on your worksite and position selections.

   • Primary Position.
   • Additional Worksites (optional).
   • 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.
9. Click the Finish button.
   

1. Click the Home menu.
2. In the Employee Onboarding section, click the Add button.
   
3. In the Basic Information page, enter the personal email, first name, and last name.
4. Click the Continue button.
5. In the Employment Details page, complete all fields as described in the "Onboard an employee without a contract" steps above.
6. Select if you want to trigger onboarding checklists for the employee.
7. Click the Continue button.
8. In the Pay Details page, complete all fields as described above.
9. Click the Issue Contract button.
   
10. Click the Actions button for the contract you need.

11. Click the Select button.
    

    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.

12. In the Draft Contract page, make the required changes to the contract.
13. Click the Continue button.
14. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.

15. 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 upload button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.
16. Click the Upload document button if you want to upload additional documents, such as a job description.
    
17. 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 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.

Under the 2026 Fair Work Act (NES) amendments, Australian employers must proactively offer permanent employment to casual employees once they reach a 12-month qualifying period. Employment Hero now flags this at hire time so no employer is caught off guard.

1. Log in to Employment Hero.
2. Click on People.
3. Click on Employee List.
4. Click on + Add New Employee.
5. Begin the onboarding process above.
6. At Employment Type, select Casual.
7. Tick Regular and systematic?
8. Continue with the onboarding process.
9. Now you will receive an alert in the Employee File when the casual employee is approaching a 12-month qualifying period.

Once you've onboarded a new employee, it's time to welcome them to the team with Employment Hero! New employees will receive an email inviting them to Employment Hero. They will have the option to set up their account on the web or through the Employment Hero Work app. Once they've chosen, they'll be taken through the following mandatory steps to complete the setup of their account:

• Set a Password
• Sign their contract (if applicable)
• Provide their personal details
• Enter their tax information
• Confirm their work eligibility (confirming if they are an Australian or New Zealand Citizen/Permanent Resident)
• Set up their superannuation or KiwiSaver
• Upload any necessary certifications (if enabled). If the employee was sourced from the EH Recruitment experience, all candidate data will be brought across when onboarding.
• Disclose any medical conditions (if enabled)
• Explore Employment Hero and the Employment Hero Work app.

We've got you covered with all the tools you need to help new employees settle in quickly. If you'd like more information about this process, check out our helpful article.

1. Click the Home menu.
2. Click the … button for the employee you need to remind.
3. Click the Remind Signatory button.
   

1. Click the Home menu.
2. Click the … button for the employee you need to re-invite.
3. Click the Re-send Invite button.
   

1. Click the Home menu.
2. Click the … button for who needs to resume onboarding.
3. Click the Resume Onboarding button.
   

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.
   

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.

   

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

Yes. You can send documents to an employee if you require them to read or sign documents other than the one issued during the onboarding flow. The document templates page allows you to upload a document, including any that requires signatory compliance. You can use the Basic or Advanced editor to add requirements, such as signatures from the sender or recipient.

Step 1: Add and edit the document to your document templates

1. Select the Compliance menu.
2. Select the Document Templates submenu.
3. Select Add Template.
   
4. Enter the details of the template.
   
   The following options are available:
   • Template name.
   • Signature logic – Whether you require the document to be signed to be marked as complete.
   • Template type – Allows you to specify the type of document.
   • Template editor – Basic allows you to upload a PDF document, where you can add items such as logos, areas for signatures, among other options. The advanced editor allows you to create the document with full control within a word document tool.
   • Countries – Allows you to specify the region in which the document can be assigned.
5. Select Save.
6. Within the editor, you can place different components, such as employee, manager, and organisation details. Simply drag the items you would like added to the document from the list of fields.
   
   In this example, we require the sender and recipient of the document to sign this. We will drag Recipient Signature and Sender Signature into the document.
   
7. Select Save.
   

Step 2: Assign the document to the employee

1. Select the People menu.
2. Select the Employees List sub-menu.
3. Select the employee you would like to assign the document to.
4. Select the HR Documents tab, then select Add new document.
   
5. Locate the document you would like to assign, select the Actions drop-down menu, then click Select.
   
6. Preview the document, then select Continue.
   
7. Confirm that you have read the disclaimer, then select Email Document to notify the employee of the document.
   
8. Select Save at the bottom of the page.
   

You can require new employees to upload the required certifications. You will just need to check and make sure you have enabled this option via the Employee File customisation feature.

Turn on certificates as part of the onboarding process

1. Click the Settings menu.
2. Click the Employee File submenu.
3. Tick the Use in Onboarding Process check box next to the Certifications option.
4. Click the Save button.
   

You can require new employees to complete a medical disclosure form. You will just need to check and make sure you have enabled this option via the Employee File customisation feature.

Turn on medical disclosure as part of the onboarding process

1. Click the Settings menu.
2. Click the Employee File submenu.
3. Tick the Use in Onboarding Process check box next to the Medical Disclosure Statement option.
4. Click the Save button.
   

This may be due to the link to the contract expiring. When this happens, ensure the new starter/existing employee resets their password. You do this simply by asking the new starter/employee to do the following:

1. Log in to their Employment Hero account using the email address provided.
2. Click the Forgot password button.
3. Log in with their reset password and then try the link again.

Having reset their password and logged back in, the new starter/existing employee should now be able to view their contract when they click the link to it.

Yes you can. Contractors will appear alongside permanent employees in the manager selection list when admins are setting up or updating reporting relationships.

Once assigned, a contractor manager works exactly like any other manager; they receive approval requests, can approve or decline timesheets and leave, and appear correctly in the organisation chart.