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

James Nixon
Updated
EH Content Team

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

Employment Hero and super-app Swag 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, tax details and KiwiSaver. The steps in this article will show you how to complete your Employment Hero profile via Swag, or on a computer.

  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

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 the Here button.
    screenshot of the email invite containing the link to set your employment hero password
  4. Type your chosen password in 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 in 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.

    Important

    You can access your contract once you finish onboarding from My Documents.
    screenshot of the contract, highlighting the signature field and the sign and accept button
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.
    • Postcode.
    • State/Province/Country.
    • 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 Banking Details section, enter the following:
    • Account Name.
    • 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 admin 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 half of the personal details screen, highlighting the next button
Step 4: Complete your tax declaration
  1. Complete the following fields in the Tax Code Declaration section:
    • IRD number.
    • Tax code.
    • Source of income
      • Primary Income
      • Secondary Income
      • Non Disclosed
      • Other Income
        • Non Residential Seasonal Workers Income
        • Casual Agricultural Employees
        • Election Day Workers
        • Special Tax Code

      Important

      Complete the other fields that will appear after you choose your source if income.

      screenshot of the tax code declaration screen, highlighting the source of income dropdown
  2. 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.

  3. Click the Next button.
    screenshot of the tax code declaration screen, showing the signature portion and next button
Step 5: Set your work eligibility
  1. Select either Yes or No to the question Are you a New Zealand citizen/Australian citizen or a New Zealand permanent resident?
    screenshot of the work eligibility page, 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 documents button to upload supporting documents.
    screenshot of the work eligibility page
  4. Click the Acknowledgement checkbox.
  5. Click the Next button.
    screenshot of the work eligibility page, highlighting the acknowledgement checkbox and next button
Step 6: Enter your KiwiSaver details
  1. Choose a KiwiSaver enrollment option:
    • Enrol or already enrolled.
    • Savings suspension.
    • Opt-out.

    Important

    Complete the other fields that will appear after you choose your KiwiSaver enrolment option.

  2. Click the Next/Finish button.
    Kiwisaver.jpg

Step 7: Upload required certifications

Helpful Hint

If you cannot see the Certifications section, this means your admins have made certifications optional at the time of onboarding. If certifications are required for your role, you will be able to upload them once you have finished onboarding.
  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 10 mb.
  4. Click the Save button.
    screenshot of the update certification modal, 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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    Carey White

    Page doesn't exist

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    Dominic Support
    EH Content Team

    Hi Carey, thanks for bringing this to our attention. We will correct the issue with the link. Thanks again.

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