Payroll (Cloud / Shape)

Step-by-step guide

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
To start using the Employee Portal you will first need to invite your employees. Once they have signed up they will automatically have access to their payslips from the date you set during the pay run. You can also email your employees from the pay run to let them know they have been paid and a new payslip is available.

Inviting employees to the Employee Portal
From the employee details page, click Portal, you can then add or change their email address before clicking 'Send 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.

Once the invitation has been sent, or accepted by the employee, you can no longer edit the email address for the employee within the Contact Info. It will be greyed out. Only the employee can edit their email address when they log into the Employee Portal.

When the employee has accepted the invitation, they have now been enrolled into the Employee Portal. They can now view and download any previous payslips that have been completed and P60s if applicable.

You can Revoke Access if you no longer want the employee to use the Employee Portal.

Tracking employee invitation status
On the Employees Overview page, there are flags 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 signed up.
• Active (Green flag) - They are enrolled 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 payslips to employees

Sending 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.

Sending 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.