Skip to content

Employee self-onboarding

When you hire a new employee, speed things up by getting the employee to provide their own details.

MYOB makes this easy with self-onboarding. This allows you to send a link to a secure form via email and SMS message so the employee can submit their own personal, banking, tax and superannuation details straight into your MYOB business*.

Then, all you need to do is enter some payroll information. Or, if you prefer, you can manually add an employee and enter all their details yourself.

Your plan may limit the number of employees you can pay each month. Learn about payroll limits and fees.

To send an employee a self-onboarding request

  1. Go to the Payroll menu > Create employee.

  2. Enter the new employee's name and the email address you'll send their self-onboarding form to. The email address must be unique for each employee.

  3. If you'd like to also send the form via SMS text, enter their Mobile number.

  4. Choose the employee’s Employment basis and Employment category. When the employee self-onboards, they'll be provided the applicable Fair Work Information Statement (as required by Fair Work). If you choose Casual the employee will also be provided the Casual Employee Information Statement.

  5. If you see the option Provide access to employee benefits and you’re inviting the employee to fill out their own details, choose whether you want to give the employee access to employee benefits. If you’ve already set up employee benefits you won’t see this option as your employee will already get access to employee benefits via the Flare app once they’ve completed entering their own details.

  6. Depending on the options you see, click either Save and continue or Create and send request. An email (and SMS text message if you've entered a mobile number) is sent to the employee guiding them through the submission process.

    To see what the employee sees when you send their invitation, check the FAQs below.

What happens now?

A new employee record is created in MYOB so you can add the employee's payroll information as described in the next task.

You can check the status of the self-onboarding invitation on the Employees screen (Payroll Employees). See below for more details on managing self-onboarding invitations.

Within an hour of the employee submitting their details:

  • you'll receive an email notification that the employee has completed their self-onboarding, and

  • the submitted details will be added to the employee's record.

Adding payroll information for a self-onboarded employee

Once you've sent the employee their self-onboarding form, you can add their pay details. This ensures they're paid correctly and you'll meet the ATO's requirements for Single Touch Payroll (STP) reporting.

Here's what the employee will submit via self-onboarding, and the payroll information you'll need to add.

The employ submits:

  • Personal and contact details

  • Emergency contact details

  • Superannuation details

  • Tax file number and tax status

  • Bank account details (for wage payments)

You need to add:

  • Start date

  • Pay cycle (how often they'll be paid)

  • Wage expense account

  • Pay basis (salary or hourly)

  • Annual salary or hourly rate

  • Assign any additional wage payments, e.g. overtime or allowances

  • Assign any additional superannuation, e.g. salary sacrifice

  • Assign any applicable leave, e.g. annual leave and sick leave

  • Assign any deductions, e.g. union fees

  • Income type

  • Standard pay (confirm what the employee's regular pay will contain). If the employee will be submitting timesheets, remove all hours from their standard pay.

Adding information before the employee submits their details

When your employee submits their details, they'll be entered straight into MYOB Business. If you've already entered any of these details, the employee's version will overwrite what you entered.

We'll tell you which fields the employee will be completing below, so you don't have to do it yourself.

To add payroll information

  1. Go to the Payroll menu > Employees > click the employee's name.

  2. If you have a numbering or code system to identify your employees, enter the employee's Employee number on the Contact details tab. All other fields on this tab will be populated with details submitted via self-onboarding.

  3. Click the Payroll details tab.

  4. Enter the required information on each tab. Each employee is different, so some tabs might not be applicable. But we suggest checking each one – just to be sure.

    Example employee with payroll details tab highlighted

    Salary and wages tab

    AddAdd
    1. Choose whether you're paying the employee an annual salary or an hourly rate and how much they'll be paid.

    2. Choose their Pay cycle (how often they're paid) and the usual number of hours in a pay cycle. If their hours vary, the amount you enter here can be changed each time you process their pays. You'll still be able to pay an employee outside of this cycle, for things like bonuses or one-off payments.

    3. Choose your Wage expense account. If you're not sure which account to choose, check with the person who set up your accounts list.

    4. Click Add wage pay item to choose the wage pay items the employee will be paid. This is for things like allowances, overtime, and annual leave pay. If needed, you can create additional pay items. By default, the Base Salary pay item is assigned to salaried employees and Base Hourly is assigned to hourly-based employees. If you're not sure what an employee is entitled to, the FairWork website is a good place to start.

    None of the employee's self-onboarding information will go into this tab.

    Leave tab

    AddAdd
    1. Click Add leave pay item to choose the leave pay items the employee is entitled to. For example, if they'll accrue annual leave and personal leave, choose these leave pay items.

    2. If needed, you can set up new leave pay items. To check which leave entitlements apply to an employee, visit the FairWork website.

    None of the employee's self-onboarding information will go into this tab.

    Deductions tab

    AddAdd
    1. Click Add deduction pay item to choose any deductions the employee will have withheld from their pay.

    2. If needed, you can set up new deductions.

    None of the employee's self-onboarding information will go into this tab.

    Superannuation tab

    AddAdd
    1. By default, the Superannuation Guarantee pay item is assigned to new employees (this is for the mandatory superannuation contributions you need to pay for them). If the employee isn't eligible for super guarantee contributions, click the remove  icon to remove the superannuation guarantee pay item from the employee.

    2. If the employee has chosen your default super fund, contact the fund to obtain a membership number for them and enter it here.

    3. If the employee will have additional super contributions, like salary sacrifice, choose the additional super pay items here. Learn more about additional superannuation contributions.

    These fields will be filled in with the information the employee enters during their self-onboarding:

    Superannuation fund

    Employee membership number (unless they've chosen your default super fund)

    Taxes tab

    AddAdd
    1. Choose the applicable Income type (Salary and wagesClosely held payeesWorking holiday makerSeasonal worker program or Labour hire). If unsure, check with your accounting advisor or the ATO. If you choose Working holiday maker, also choose the employee's Home country (Country code).

    2. If the employee has a withholding variation, tax rebate or extra tax to be withheld, record it here.

    These fields will be filled in with the information the employee enters during their self-onboarding:

    Tax file number (TFN) status

    Tax file number

    Tax table

    Income type and Home country (Country code) (only if the employee chose Working holiday maker in their self-onboarding)

    What about the tax file number declaration?

    Once you've moved to STP Phase 2, you'll no longer need to send TFN declarations to the ATO for new employees. A new employee's tax details will be sent to the ATO when you declare their first pay run from MYOB, so you won't need to submit a TFN declaration.Learn how to move to STP Phase 2.



    Standard pay tab

    AddAdd
    1. If you'd like a message to appear on this employee's pay slip, enter it in the Pay slip message field.

    2. Confirm the pay items and amounts that will make up the employee's regular pay. Calculated amounts will be calculated each pay. If you change an amount on this tab it'll be changed for each pay. You'll be able to review and update pay amounts when you do a pay run. Learn more about reviewing standard pay details.

    3. Assign Jobs to pay items if you want to track the wage expense of work performed on that job. You can also assign amounts to jobs when you do a pay run. Tell me more about jobs.

    4. If the employee will be submitting timesheets, remove all hours from their standard pay.

    None of the employee's self-onboarding information will go into this tab.

    Pay history tab

    AddAdd

    If you've started using MYOB part way through the payroll year and you've already paid the employee in the current payroll year, click the Payroll history tab and enter their payroll history. Once you've started paying an employee using MYOB, this tab shows what they've been paid for each pay item for a chosen period. Learn more about pay history.

    None of the employee's self-onboarding information will go into this tab.

  5. When you're done, click Save.

Managing self-onboarding invitations

You'll see a list of the self-onboarding invites you've sent and their status on the Employees screen (Payroll > Employees).

Within an hour of the employee submitting their details they'll have a Completed status.

Example list of self-onboarding invitations

Resending or cancelling an invitation

Click the ellipsis button to the right of the request and choose Resend invite or Cancel invite.

If you resend an invitation and the employee was part way through completing their first invitation, their progress will be saved and they'll be able to continue filling in their details when they receive the resent invitation.

Cancelling an invitation removes it from the Self-onboarding invites list, and you'll also have the option to delete the employee's contact record.

Viewing a self-onboarded employee's details or super choice form

You can see the employee's submitted details on the applicable tabs in their employee record (Payroll menu > Employees > click the employee's name).

Example employee record with tabs highlighted

For example: 

  • on the Contact details tab you'll see their personal and contact details

  • on the Payroll details tab > Superannuation tab you'll see their chosen super fund details (you can also view a completed super choice form)

  • on the Payroll details tab > Taxes tab you'll see their tax file number and tax table (used to calculate the right amount on their pay)

  • on the Payment details tab you'll see their bank details

  • in the Notes field on the Contact details tab you'll see their emergency contact details. 

Download a PDF of the employee's submitted details

You can download a PDF containing the employee's submitted details, which you can print or save for your records (Payroll menu > Employees > click the employee's name > Contact details tab > View employee details).

Download a completed super choice form

You can also download a completed Superannuation Standard choice form containing the employee's submitted super details, which you can print or save for your records (Payroll menu > Employees > click the employee's name > Payroll details tab > Superannuation tab > View employee's super choice form).

What about the tax file number declaration form?

You'll only need to send a TFN declaration (available from the ATO) to the ATO for new employees if you're on STP Phase 1. Once you're on STP Phase 2, a new employee's tax details will be sent to the ATO when you declare their first pay run from MYOB, so you won't need to submit a TFN declaration. Learn how to move to STP Phase 2.

Adding all the employee's details yourself

If you already have all of the employee's personal, banking, tax and superannuation details, you can add them straight into your MYOB Business without sending an onboarding email.

To add the employee's details yourself:

  1. Go to the Payroll menu and choose Create employee.

  2. When prompted to send the self-onboarding form, click Skip this, I'll add the employee's details myself to display a blank employee record.
    The three tabs on the Create employee page allow you to enter the employee's information, including who they are, what they're paid, and how you'll pay them.

  3. On the Contact details tab, enter these details:

    • name, address and other contact details

    • if you have a numbering or code system to identify employees, use the Employee number field to record it

    • use the Notes field to record any additional contact information, such as emergency contact details.

  4. On the Payroll details tab, click through each of the tabs to set up the employee's pay details. For example, on the Salary and wages tab you'll set up how much the employee will be paid, and so on.

    Here's an overview of each tab:

    Employment details

    AddAdd
    • Enter additional details about the employee and their working arrangements. If you'll be emailing their pay slip, enter the email address here.

    • If the Employee basis is set to Other, information for this employee will not be sent to the ATO as part of Single Touch Payroll reporting.

    • The Employment classification is like a job title or to classify workers who are employed under a specific award or agreement. MYOB comes with a default list of employment classifications, but you can customise this list to suit your business (click the settings menu (⚙️) > Payroll settings > Employment classification tab). Once you've set up your employment classifications in this list, you can assign them to your employees and it'll display on their pay slips. Learn more about maintaining your employment classifications and other payroll settings.

      Example blank employment details tab

    Salary and wages

    AddAdd
    • Choose whether you're paying the employee an annual salary or an hourly rate and how much they'll be paid.

    • Choose their Pay cycle (how often they're paid). You'll still be able to pay an employee outside of this cycle, for things like bonuses or one-off payments.

    • Confirm the employee's Hours in a pay cycle. This is the typical number of hours the employee works for the chosen pay cycle. If an employee's hours vary:

    • Choose your Wage expense account. If you're not sure which account to choose, check with the person who set up your accounts list.

    • Choose the wage pay items the employee is entitled to, for example annual leave pay or overtime. By default, Base Salary is assigned to salaried employees and Base Hourly is assigned to hourly-based employees.

    • If you're not sure what an employee is entitled to, the FairWork website is a good place to start.

    Learn more about creating additional pay items.

    Example blank salary and wages tab

    Leave

    AddAdd

    Learn more about setting up leave.

    Deductions

    AddAdd

    If the employee requires money to be deducted from each pay, like union fees (for example), choose the deductions here.

    Learn more about setting up deductions.

    Expenses

    AddAdd

    If there are any expense pay items relating to this employee, select them here.

    • Choose the applicable option in the Tax file number (TFN) status field and enter the employee's Tax file number.

    • Choose the employee's Tax table. To help pick the right one, you can click Fill out TFN declaration questions.

    • Choose the applicable Income type (Salary and wagesClosely held payeesWorking holiday makerSeasonal worker program or Labour hire). If unsure, check with your accounting advisor or the ATO. If you choose Working holiday maker, also choose the employee's Home country (Country code).

    • If the employee has a withholding variation, tax rebate or extra tax to be withheld, record it here.

    Example blank taxes tab



    Superannuation

    AddAdd
    • Choose the employee's Superannuation fund and enter their membership number.

    • If their fund isn't listed, you can add it.

    • If you like, click Get super choice form to visit the ATO website for details about downloading and completing the super choice form.

    • If the employee chooses to use your default super fund, contact the fund to obtain a membership number for them.

    • By default, the Superannuation Guarantee super pay item is assigned to new employees (this is for the mandatory superannuation contributions you need to pay for them). If the employee is not eligible for super guarantee contributions., you can click the remove  icon to remove the superannuation guarantee pay item from the employee.

    • Choose any additional superannuation pay items the employee is entitled to, such as salary sacrifice superannuation.

    Learn more about Superannuation.

    Example blank superannuation tab

    Taxes

    AddAdd
    • Choose the applicable option in the Tax file number (TFN) status field and enter the employee's Tax file number.

    • Choose the employee's Tax table. To help pick the right one, you can click Fill out TFN declaration questions.

    • Choose the applicable Income type (Salary and wagesClosely held payeesWorking holiday makerSeasonal worker program or Labour hire). If unsure, check with your accounting advisor or the ATO. If you choose Working holiday maker, also choose the employee's Home country (Country code).

    • If the employee has a withholding variation, tax rebate or extra tax to be withheld, record it here.

      Example blank taxes tab

    Standard pay

    AddAdd
    • This tab shows the default pay details for the employee based on the information recorded in the other tabs.

    • Some values, like tax, will be labelled as Calculated, meaning they're calculated each pay.

    • Set values will be displayed, but they can be changed here or when you do a pay run.

    • You can assign Jobs to pay items here to track the wage expense of work performed on that job, or you can assign amounts to jobs when you do a pay run. Tell me more about jobs.

    Learn more about reviewing standard pay details.

    Example standard pay tab

    Pay history

    AddAdd
    • This tab is where you can enter an employees' payroll history if you've started using MYOB part way through the payroll year.

    • Once you've started paying an employee using MYOB, this tab shows what they've been paid for each pay item for a chosen period.

    Learn more about pay history.

  5. On the Payment details tab, choose how you'll pay the employee (ElectronicCheque or Cash).

  6. When you're done, click Save.

Check that you're happy with the employee's pay setup via the Payroll details tab > Standard pay. This shows what a regular pay will look like for the employee. Learn more about reviewing standard pay details.

FAQs

What does the employee see when I send the self-onboarding form?

AddAdd

The employee will receive an email from noreply@flarehr.com, like this one, containing a link to complete their pay setup. If you entered their mobile number, they'll also receive the link via text message.

When they click the link, they'll be prompted to authenticate their account. This ensures only the employee can access the secure online form.

The form opens and the employee can complete their details on each tab. They need to complete all mandatory information (marked with an asterisk) on each tab before they can click Save and continue to progress to the next tab, until finally submitting the info.

Example personal details tab
Example emergency contacts tab
Example bank details tab
Example tax details tab
Example super selection tab - first screen
Example super selection tab - second screen

Once the employee has completed all mandatory information, they can click Submit.

Example completion screen

*This service is provided by our related entity Flare HR Pty. Ltd.