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Employee self-onboarding

AccountRight Plus and Premier online company files only.

Employee self-onboarding is where a new employee submits their personal, banking, tax and superannuation details straight into your AccountRight company file*.

The self-onboarding request is sent via email and an optional text message to ensure the employee sees it – and responds – as soon as possible.

Self-onboarding is the quickest way to set up a new employee – it's safe, secure, and eliminates a lot of paperwork. It also reduces your data entry and reduces errors, because the employee provides the information directly.

How it works

  1. Send the employee a request to submit their details.

  2. A new employee card is automatically created - ready for the employee's submitted details.

  3. Add the employee's pay details to finish their setup.

Before you begin

  • Tick

    Enter your business's general payroll information (Setup menu > General Payroll Information).

  • Tick

    If you're prompted to sign on to your AccountRight company file, select the option Link this User ID to your my.MYOB account. This is required to ensure your employees can self-onboard.

To send a self-onboarding request

  1. Initiate the self-onboarding request via either:

    • the Payroll or Card File command centre > Employee Self-Onboarding. You'll see this window:

      Example employee self-onboarding window

    • the Card File command centre > Cards List > Employee tab > New. You'll see this window:

      Example create employee window

      The option Invite employee to fill out their own details becomes active and is selected when you enter the employee’s email address.

  2. Enter the employee's name and email address. The email address must be unique for each employee.

  3. If you'd also like to send the self-onboarding form via SMS text, enter the employee's mobile number.

  4. Choose the employee’s Employment Basis. When the employee self-onboards, they'll be provided the 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. Click Send Self-Onboarding Form or Create Employee (as applicable).

An email (and text message, if you entered a mobile number) is sent to the employee, guiding them through the submission process. What does the employee see?

Don't want to send a self-onboarding request?

If you'd prefer to enter all the employee's details yourself, go to the Card File command centre > Cards List > Employee tab > New. Enter the employee's name and email address, then deselect the option Invite employee to fill out their own details.

Invite employee option deselected and highlighted


Click Continue and manually enter the employee's details.

What happens now?

An email (and text message, if you entered a mobile number) is sent to the employee, guiding them through the submission process. Check the FAQs below to see what the employee sees when you send their invitation.

A new card is created for the employee in AccountRight. This is where the employee's submitted details will be stored. It's also where you'll add the employee's payroll information as described in the next task.

You can check the status of an employee's self-onboarding in their employee card (Card File > Cards List > Employee tab > click to open the employee's card > Profile tab).

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 card.

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 employee submits:

  • Personal and contact details

  • Emergency contact details

  • Employment basis (full time, part time or casual)

  • 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 your AccountRight company file. 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 Card File command centre > Cards List Employee tab.

  2. Click the zoom arrow next to the employee card you want to enter details for.

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

  4. Click the Payroll Details tab.

  5. 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.

  6. When you're done, click OK.

Managing self-onboarding invitations

You can check the status of an employee's self-onboarding in their employee card (Card File > Cards List > Employee tab > click to open the employee's card > Profile tab).

Employee card with self-onboarding status highlighted

You can see a list of all the self-onboarding invites you've sent and their status by clicking View Pending Invites on the Employee Self-Onboarding window (Payroll command centre > Employee Self-Onboarding > View Pending Invites).

Example self-onboarding window with view pending invites button highlighted

You'll view this list in a web browser so you might be prompted to sign in with your MYOB account details. Learn more about accessing an AccountRight company file in a web browser.

Example list of self-onboarding invitations

Resending or cancelling an invitation

While viewing the pending invitations in a web browser (see above) click the ellipsis button to the right of the request and choose Resend invite or Cancel invite.

Ellipsis button clicked with resend and cancel options shown

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, but the employee's card will remain. If you haven't paid the employee you can delete their card or mark the card as inactive.

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 card (Card File command centre > Cards List Employee tab > open the employee's card).

Example employee card with tabs highlighted

For example:

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

  • on the Card Details tab > Notes field you'll see their emergency contact details.

  • on the Payroll Details tab > Personal Details tab you'll see their personal employee information

  • on the Payroll Details tab > Superannuation tab you'll see their chosen super fund details

  • 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

Download a PDF of the employee's submitted details

If you'd like to retain a record of what the employee submitted, you can download a PDF:

  1. Go to the Card File command centre > Cards List > Employee tab.

  2. Click the blue zoom  arrow to open the new employee's card.

  3. Click the Payroll Details tab.

  4. Click View PDF. The PDF opens in your default PDF viewer where you can print or save it.

Getting an error?

A PDF can only be generated for employees who self-onboarded after May 2022.

Download a completed super choice form

If you'd like to retain a record of the employee's submitted superannuation details, you can download a completed Superannuation Standard choice form (PDF).

  1. Go to the Card File command centre > Cards List > Employee tab.

  2. Click the blue zoom  arrow to open the new employee's card.

  3. Click the Payroll Details tab > Superannuation tab.

  4. Click View completed super choice PDF. The PDF opens in your default PDF viewer where you can print or save it.

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.

FAQs

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