Implementation

Setup Guide

Helpful Resources


1.
Click here to access an example of a Customer Scoping Document. If you wish, you can download and rebrand this document, then send to your clients to collect their information for implementation. This document excludes employee details, which are addressed below in steps 3a and 3b.

2. As you may know, Employment Hero offers an implementation service to clients. If you would like to see an overview of how we run an implementation please click here.

3. If you wish to build contract templates for your clients please view this pre-recorded webinar on using this feature and this knowledge base article

4. Assist new users to download the Mobile App.

5. Understand what is included in Premium and Standard Employment Hero.

Setup Step-by-Step


Step 1

Create your clients account by signing into the business portal and clicking Add Organisation. fill in organisation details, subscription details, and give other administrators in your business access to manage the client’s account. Then click on the organisation name to access the new account.


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Step 2

You will notice that Employment Hero is already in Setup mode. You will see a blue banner at the top of the Employment Hero page. If you cannot see the banner, go back to Company Settings click Setup Mode and Save.

Setup mode disables outgoing emails from Employment Hero to staff during the setup process.


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Step 3 (A)

Integrate with the payroll solution your client is using (Xero, MYOB AccountRight Live, Quickbooks Online, KeyPay or Hero Payroll) by clicking on General Settings and Add-ons.

Integrating will populate Employment Hero with basic company details, and employee details stored in the payroll platform. Click here to find out what exactly is imported during one-click integration.

Tip: When integrating, you will be prompted to log in to the client’s payroll solution. You may want to be with the client or on the phone with them while integrating.

Tip: Our users frequently run into the same problem when they are following the steps to connect with MYOB AccountRight Live. MYOB users need to create an administrator password in MYOB and this is what users usually struggle with. Here are the steps to create an administrator password in MYOB.

After pulling data across from the payroll system disconnect with payroll to ensure that you don’t corrupt payroll data during the setup process.

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Step 3 (B)

If your client is not using a compatible payroll platform, employee details can be added by uploading a populated CSV. The template can be found by clicking Personnel, Import Employees and CSV. A formatted template will download with headings.

Click here to read more about importing employee details in CSV format.

Tip: Follow the format in the headings (e.g. dates), do not include unnecessary spacing before or after an email address, do not use the same email address twice, include mandatory information *First Name, Last Name, Email Address*.

Tip: There are certain nuances to uploading a CSV of employee information, for example:

If any of the following pay detail fields are entered, then all other relevant fields are required.

a. Salary
b. Salary Option
c. Pay Schedule
d. Pay Category
e. Pay details – Effective Date
f. Anniversary Date
g. Hours/days per week

To understand this fully please read the linked article.


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Step 4

Configure customer specific company details by clicking General Settings and Company Settings. Fill in Profile, Address, Employment Setting, Preferred Superannuation Fund, and Employing Entities.

Tip – information from Company Settings will repopulate throughout the platform where needed, so it is essential to have correct, up-to-date information.


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Step 5

Create Locations and Teams (departments), both tabs can be found in General Settings. Then configure reporting lines by assigning employees to their managers. To read more about reporting lines click here.

Tip: Bulk assigns employees to their manager, Team and Location by extracting the Employee Details CSV and reuploading with the new information added. Blank fields in the CSV file will not override or remove existing information in Employment Hero, only new text will update old text.


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Step 6

Add Policies and Induction content, found by clicking on the tab marked Files.

Tip: Policies can be team, location or employing entity specific if required.


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Step 7

Use Customisation and Menu, found in General Settings to remove unwanted functionality from the menu on the left of the screen (eg. Timesheets). Uncheck the box and click save to remove a tab.


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Step 8

Set up Onboarding and Offboarding Checklists by clicking General Settings and Checklist Settings.


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Step 9

Set up automated certification requests by clicking General Settings, Certifications and Add. Certificate requests can be used to collect Licences, Checks, Training and Qualifications.

Tip: To include certification requests in the onboarding process for new employees, click Customisation and Employee File.

By default, notifications about expiry dates of certs will be sent to the employee and the employee’s manager one week before the document expires, to customise who receives the notification and when, click General Settings, Email Settings and Certification Expiration.


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Step 10 (Optional)

Create Review templates. Review Settings can be found under General Settings. To familiarise yourself with the terminology used by Employment Hero in Review Settings please read this Knowledge Base Article. Watching this recorded webinar will help you to learn more about using Reviews..


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Step 11 (Optional)

Configure Security Groups. There are three standard levels of permission within Employment Hero, Employee, Manager and Admin. However, custom permissions can be created for a user or group of users, using Security Groups.


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Step 12

If you are have completed Step 3 (a) please reconnect with payroll now.


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Step 13

To send invites to employees, first take the system out of Setup Mode, click Personnel, Employees and hit the button marked Send invitations to new employees.

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