Contents

• What is the Employee Portal?
• How do employees access the portal?
• Employee setup
• Inviting employees individually to the Employee Portal
• Inviting employees in bulk to the Employee Portal
• Revoke or Resend an invitation
• Tracking employee invitation status
• Issuing new payslips to your employees
• Issuing old payslips to your employees
• P45s

What is the Employee Portal?

The Employee Portal is a secure online self-service portal for your employees to access their payroll documents. Employees will have access to the following:

• All payslips
• P60s (if applicable)

How do employees access the portal?

Your employees are invited to access the Employee Portal via secure email. The email will contain a link they can use to log into the portal for the first time. When they do this they will be asked to confirm their date of birth and create a new password.

Once they have setup, they will log in using their email and password. They will see their latest payslip displayed with the date they will be paid, gross pay, deductions and their take home pay. Previous payslips can be viewed in All Payslips.

Employee setup

• Add employee's email - make sure each employee has a valid email in their profile.
• Send the Invite - invite them to join the portal.
• Employee activates access - once they accept, they’ll be able to view payslips. When pay run is complete the payslips will be visible from the date you set when starting the pay run.
• Notify employees about new payslip - you can email employees once the pay run has been completed to let them know they’ve been paid and a new payslip is ready to view.
   

Inviting employees individually to the Employee Portal

From the Employee's record in the Portal tab, you can add or change their email address before clicking Send Invitation.

Inviting employees in bulk to the Employee Portal

You can invite employees to the Portal in bulk via a pay run.
Once you complete the pay run go to the Payslips tab and click on the Hub button in the top right corner.
 

On the pop up screen you will have three tabs:

• Notify - shows a number of employees that are active in the portal, allowing you to email them a notification of a new payslip.
• Invite - shows a number of employees who have an email address, but are not yet active in the portal, you can invite them here in one go.
• Missing email - shows a number of employees who have no email address set.

Click on the Invite # employees to sent the activation email to employees who have email address on their record but are not yet active in the portal. 

Revoke or Resend an invitation

Once the invitation has been sent, you will be able to Revoke Invitation - in case you have entered the email incorrectly, or Resend Invitation if the employee does not use the link in the invite within two weeks. This can be done via the Portal tab within the employee record.

Once the employee accept the invite

• Their email address is greyed out - only the employee can update it via their Employee Portal
• Employee's Portal is active and they can view or download their payslips and P60s
• You can Revoke Access anytime from the Portal tab on the employees' record

Tracking employee invitation status

On the Employees page, there are tags on the employee's cards. Here you can easily view and filter the employees.

For the Employee Portal, you can select:

• Missing Email - only show employees who do not have an email.
• Not Invited - no invitation to the Employee Portal has been sent.
• Invited (Yellow flag)- You have sent them an invitation but they have not yet accepted.
• Active (Green flag) - They are active in the Employee Portal.

The employee has been invited to the Employee Portal.

The employee has followed the link and set up their Employee Portal account.

Informing employees about the Employee Portal
Within the welcome email, there will be a link to view more information about the Employee Portal. You can share this information ahead of time with your employees if you wish so that they are prepared for when you send the invitation: The Employee Portal for Employees.

Issuing new payslips to your employees

When you start a new pay run, you will be asked the date for when the Payslips are released to the Portal.

This can be earlier than the pay date.

Once you have completed the pay runs, you can notify all employees enrolled in the Employee Portal so they can view their payslips.

Any employees not enrolled can still be emailed their payslips. If you have a mixture of employees enrolled in the Portal and some still being emailed, you can notify the employees in the Employee Portal first and then send emails to the individuals who have not yet been enrolled. When employees have been notified about the payslips, the computer symbol next to their name will turn green.

The symbols next to the employee's name will turn green if you complete the action:

• Down arrow - Download payslip
• Envelope - Email payslip
• Computer screen - Notify employees of payslips available in the Portal.

Issuing old payslips to your employees

Once employees have been invited to the portal, any completed pay runs will automatically release the payslips to the employee for them to view and download. No need to go back and send them again.

P45s

At present, the Employee Portal allows employees to access payslips and P60s, but P45s are not available to view or download directly from the system. P45s must be downloaded and then sent to the employee by post or email.