Onboarding of Employees

Summary

This page allows you to manage your employees easily. Employees’ details are very important because it helps to run the process of other features such as payroll, claims, leaves, and timesheets smoothly.

Furthermore, proper documentation of employees’ details information will enable you to generate tax filing as well as CPF e-submission properly as mandated by related government institutions in Singapore.

There are 2 Methods to onboard your employees:

Go to Employees > Onboard Employee

From the left-hand side navigation bar,

Step 1: Click on "Employees", then "Onboard Employee"

Method 1: Single Onboard (Individually)

Step 2: Select the "identity number type" from the drop-down list and enter the "identification number"

(Note: with the existing employee database, the system will prompt if there is already a pre-existing employee with that designation. You will then be redirected to the re-onboarding of past employees page)

Choose the flow via Single Onboard

Step 3: There are two options for selection:

Step 3a: "Let the employee fill up their personal details", the employer will need to input some basic information.

Step 3b: "I will fill up the details myself", the employer will need to fill in all of the necessary information required. (Especially fields with an asterisk (*) symbol)

Enter employee's details via Let the employee fill up their personal details

Step 3a: The following information will be - Name, Email, Citizenship, Organization, Country of Work, Organization, Department, and Position.

OR

Enter employee's details via I will fill up the details myself

Step 3b: Please fill-up the following information such as

Name, Email, Date of Birth, Marital Status, Gender, Religion, Race, Nationality, Citizenship, Organization, Country of Work, Organization, Department, Position, Contact Number, Home Address, Family Member and Contact Summary (Emergency Contact)

Select Pay Scheme

Step 4: Fill out the employee number and tags, if applicable

(Note: this is optional, but these functions allow you to facilitate easier sorting and searching if you have a larger number of employees )

Step 5: Select a payment method

Drop-down listing: Cash, Cheque, GIRO or Others.

(Note: GIRO requires immediate input of the employee's bank account details)

Step 5a: Tick the following checkbox only if it's applicable

Pertaining to contributions and levies depending on what was previously input in employee's citizenship, race, religion and country of work.

Step 6: Click on the drop-down list and input the Salary based on the Type

6a) Type: Monthly, Hourly or Daily

6b) Currency*: Default is set to based on the company's country currency, to change or add more currencies, please refer to this article.

6c) Salary amount per unit (Depending on the type: 1 Month/1 Hour/1 Day)

(Note: Depending on the modules in your subscription plan,

Attendance Module: Calculate pay based on actual worked days using attendance logs, allow you to consolidate the number of days and hours that the employee has checked in on to calculate salary)

6d) Additional Hourly Rate, if applicable.

Working Hours

• Fixed Work Days

• Fixed Timing

• Using Shift Planning

• Flexible Timing

Calculate pay based on actual worked hours using shift breakdowns: Using Payboy's rostering module in conjunction with the attendance module, tracking the number of hours that the employee has worked to calculate salary.

Overtime Hours

Overtime Pay: Employee has overtime pay, calculated using the attendance log.

Holiday Group

Select the employee's holiday group as well as working hours. The working hours set in an employee's individual profile will override the default company hours previously set here.

Click "Next"

Onboard Employee

There are two options: Email onboarding instructions to employee now or at a later time

Customized employment details:

Employment start date and Employment type (full-time, part-time, contract or probation)

Add personal messages or instructions that you would like to include in the onboarding email

Click "Done" and the Employee is successfully onboarded.

Method 2: Mass Onboard (Excel)

Step 1: Select "Mass Onboard (Excel)" and click "Next"

Onboarding Excel File

Step 2: Click "Next" if you already have the excel onboarding file, which will be attached on the email thread.

(Note: Download template also refers to the Excel document which was attached in the e-mail)

Upload File

Step 3: Click "Select File" and upload the completed excel document

(Important: Do input the necessary information on the excel file. Please DO NOT remove any pre-set validations)

(Note: This process might take some time, as the system will make sure all the necessary information columns are filled up, and validate to make sure they are accurate)

Verify Details

This photo shown refers to the verification page after the information have been validated.

(Note: Employees created without an email will have their password automatically set to their Identification number (NRIC, FIN number, and etc)

Do double-check and click "Done" and the Employees is successfully onboarded.

Enter employee's details (Re-onboarding of past employees)

Select the same Identity Type as the old profile and indicate the Identity Number.

Please input the following details: Name, Email, Citizenship and Country of Work.

For Organization, Department, and Position: the drop-down list will show the previous inputted details based on the past record.

You are finished with the initial set up! For more information and in-depth articles on each feature, please refer to this article collection here!