Employee Onboarding lets new staff provide their legal and administrative information in an easy-to-use online process. By completing a series of forms, the employee provides their tax, super fund and bank information which you then send through to the desktop to create new employee Masterfiles. Onboarding also sets up the new employee's Attaché Online account for them to use in their Attaché Online Organisation, and to allow them to set up MyPay and or Bizdocs.
You can commence onboarding before the employee's start date, and you have the option to carry out onboarding for the employee (rather than invite them to do it). This is particularly useful if you have employees who prefer to not use online apps and may be quicker than creating employee Masterfiles in your desktop payroll company, especially when adding many new employees at one time.
📌 Note: For Australian payroll, ensure that a default superannuation fund has been selected in the Attaché Online organisation (Settings, Super Fund) before you start onboarding any new employees.
Onboarding new employees
To onboard a new employee:
Log in to Attaché Online and select the required organisation.
Select Employee Onboarding from the menu.
Click Create employee on the right of the screen.
If a message is displayed advising that you need a default super fund before commencing onboarding, go to Settings, Super Fund to set up a default superannuation fund .
Enter all the required details for the employee.
You must enter a unique Employee Code for the new employee. If the code is not unique, you will be asked to change it when you review the onboarding information later.
You can select an Employee Group for the new employee. (Note that you can re-assign the employee to another group at the reviewing stage, if necessary.)
Make sure the Onboard new employee check box is selected.
You can add attachments to the employee onboarding invitation by clicking on the Attachments Choose File button. see Attaching documents to an Employee Onboarding invitation below.
To email an invitation to the new employee to complete the onboarding forms, click Invite the employee.
Alternatively, to enter the new employee's information yourself, click Onboard the employee and then click Onboarding in the Action column for the employee.
📌 Note: If the employee has NOT received their invitation, advise them to go to the Attaché Online login page and click Forgot Your Password. They then enter their Attaché Online email address and click Send Link. An email with a password reset link will be sent to their nominated email address.
Managing onboarding requests
To view and manage your onboarding requests:
Log in to Attaché Online and select the required organisation.
Select Employee Onboarding from the menu to view all active onboarding requests.
If an employee has been invited to submit their onboarding details, then their status shows as Invited.
Once the employee submits their onboarding details their status is updated from Invited to Needs Review.
If an onboarding employee form is no longer required, you can use the Actions dropdown to Mark employee as no longer required.
Click Review to display the onboarding information.
To create an Employee Masterfile (prefilled with the employee's details) in Attaché Payroll Desktop and an Employee Super and Other Account, click Create Employee Masterfile.
📌 Note: For Australian payroll, if the employee has nominated a superannuation fund rather than accepting the default super fund then a new fund is also created in Superannuation Funds Maintenance. As well, the employee's TFN details will be available for you to lodge the TFN Declaration with the ATO. See: Lodge a Tax File Number (TFN) Declaration for more information.Ensure that you review the employee's general information, their payroll information (including the hourly rate) and their tax details on the Tax tab in the Attaché Payroll Desktop Employee Masterfile (Payroll, Masterfiles, Employee Details, Enquire).
Attaching documents to an Employee Onboarding invitation
When using Employee Onboarding, you can attach up to five documents to the onboarding invitation you send to your new employee.
You can only upload documents that meet the following requirements:
Must be less than 2MB in size.
Must have a file extension.
Cannot be any of the following file types: .ADE, .ADP, .APK, .BAT, .CHM, .CMD, .COM, .CPL, .DLL, .DMG, .EXE, .HTA, .INS, .ISP, .JAR, .JS, .JSE, .LIB, .LNK, .MDE, .MSC, .MSI, .MSP, .MST, .NSH .PIF, .SCR, .SCT, .SHB, .SYS, .VB, .VBE, .VBS, .VXD, .WSC, .WSF, .WSH, .CAB
To attach documents to an employee onboarding invitation:
In Employee Onboarding, click Create Employee.
Enter the required details for the employee.
To add documents, in the Attachments field click Choose File.
Browse to the file location and select the required file(s).