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

Available for the following HR plans: Premium, Platinum Available for the following user access levels: Employee

Our HR platform's intuitive interface simplifies the process of creating your Employent Hero profile by breaking it down into smaller, more manageable tasks. Once you complete your profile, you can then use Employment Hero to undertake a wide range of tasks, for example, submitting timesheets and leave, complete a one-on-one, and view your organisation's company values. The steps in this article will show you how to complete your Employment Hero profile and onboard to your organisation's HR platform.

Helpful Hint

We will show Malaysia as the first option in the Nationality fields, to make life easier and it quicker for you to onboard onto our HR platform.

  Interactive learning

Click here for an interactive demo

How to onboard on your phone

How do I onboard on my phone?

If you don't have the Swag app, you will be directed to download it when you click the email link. You can learn how to do this in this article.

  1. You will be sent an invitation link 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.jpg
  5. Type your chosen password on the Password field.
  6. Click the Set Password button.
    Screenshot of set password page.jpg
  7. Set a passcode.
    Screenshot 2024-05-03 at 9.56.25 am.png
  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.jpg
  11. Click Accept.
  12. Fill in your Tax Declaration details, then click Next.
    Screenshot of tax declaration screen with the drop down menus highlighted.jpg

How to onboard on desktop

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. To do so, 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 into 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 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.
    • Legal Name.
    • Date of birth.
    • Nationality.
    • Gender.
    • Marital Status.
    • Address Country.
    • Address Line 1.
    • Address Line 2.
    • Address Line 3.
    • Residential Postcode.
    • Time zone.
    • Personal Mobile Number.
    screenshot of the personal details screen
  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 Type.
    • Account Name.
    • Bank Name.
    • Branch Code.
    • Account Number.
  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 bottom part of the personal details section, highlighting the next button
Step 4: Enter your statutory details

Important

Most of the fields under Statutory Details are managed by your employer. You only have to enter the required details for the fields that have not been filled in yet.

  1. In the Statutory Details section, enter the following:
    • Identity Card Number.
    • Malaysia Tax Resident.
    • Income Tax Number.
    • Religion.
    • Ethnicity.
    • Dependent Children.
    screenshot of the statutory details page
  2. In the Contribution Details section, enter your EPF Number (KWSP Number).
  3. Click the Next button.
    screenshot of the contribution details section, highlighting the next button
Step 5: 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 dropdown 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 when 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 Finish button.
    screenshot of the certifications page, highlighting the finish button

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  • Iam so greatful to join the team and work together thank you

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