Manage employee portal settings and employee access via the payroll platform

An employee portal is an online employee engagement platform that puts a range of payroll services at the employee's fingertips. The Employee Portal Access Management feature allows you to grant access in bulk to employees who need to use the Payroll self-service portal. You can also use this feature to edit an employee's access email and revoke access if it is no longer required.

Warning

Data will only flow from the HR platform to your payroll platform, i.e., this data connection is not bidirectional, and any changes made ‌by an employee via the employee portal in the payroll platform will not flow through to your HR platform. We advise you to use the HR platform as your source of truth and employees make any needed changes via the HR platform.

Availability

Payroll Plan:   Essentials   Standard   Premium

Getting started

Grant access to the employee portal
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Employee Portal Settings button.
  4. Click the Access tab.
  5. Select the employees that need access granted.
  6. Click the Grant Access button.
    Access__NZ__1.jpg

Editing data

Edit employee portal settings
  1. Log into your Employment Hero Payroll platform.
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Employee Portal Settings button.
  5. Click the Settings tab.
  6. Choose from the following options:
    • Employees can edit their personal details.
    • Employees can update their profile picture.
    • Employees can edit their own bank account details.

    Important

    The Bank Accounts section in the employee's profile in the Swag app is not editable.

    • Employees can edit their own Kiwi Saver details.

    Important

    The Kiwi Saver section in the employee's profile of the Swag app is not editable.

    • Employees can apply for leave.
    • Employees can apply for expense reimbursements.
    • Employees can add and update their own qualifications.
    • Employees can override tax code when submitting expense claims.
    • Employees can complete the employee satisfaction survey.
    • Employee can set their own unavailability.
    • Unavailability must be entered at x days before it occurs.
    • Employees can view approved leave.
    • Employees can:
      • Not access timesheets.
      • View their own timesheets.
      • Only edit their own timesheets.

        Important

        Employees can only create and edit timesheets created via their employee portal or Swag app. They cannot edit timesheets created via the kiosk, Clock Me In or the clock in/out functionality within the Swag app.

      • Only edit timesheets created via the kiosk.
      • Only edit Swag clock in/out timesheets.
      • Only edit timesheets created via the kiosk or Swag clock in/out
      • Create and edit all timesheets.
    • Show pay days in employee calendar.
    • Employees can clock in/out using Swag:
      • Capture employee photo when clocking in/out.
      • Allow employees to select a higher classification when clocking in.
      • Allow employees to apply rostered start/finish times when clocking in/out:
        • Employees can apply the roster start time up to x minutes before their shift is due to start.
        • Employees can apply the rostered end time up to x minutes after their shift ends.
      • Send employee reminder notifications:
        • X minutes after their rostered shift end if they have not clocked out.
      • Send employees a notification when their personal, bank account or Kiwi Saver details are updated.
  7. Click the Save button.
    Portal__NZ__1.jpg
Edit an employee's email address
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Employee Portal Settings button.
  4. Click the Access tab.
  5. Click the Edit button. Access__NZ__2.jpg
  6. Update the email address and click the Save button.
    Access__NZ__3.jpg

Removing data

Revoke access to the employee portal
  1. Click the Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the Employee Portal Settings button.
  4. Click the Access tab.
  5. Select the employees that need access revoked.
  6. Click the Revoke Access button.
    Access__NZ__5.jpg

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