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:
Method 1 - Single onboard: for a small number of employees [< 5 employees]
Method 2 - Mass Onboard (Excel): onboarding multiple employees [< 50 employees per excel form]
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: "Let the employee fill up their personal details" and "I will fill up the details myself"
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: The following information will be - 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)
*Scroll down to the "Select Pay Scheme" page to continue
Enter employee's details (Re-onboarding of past employees)
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.
Method 2: Mass Onboard (Excel)
Step 1: Select "Mass Onboard (Excel)" and click "Next"
Excel Onboarding File
Step 2: Click "Next" if you already have the excel onboarding file
(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
(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)
Once there are no invalidations shown, the information will be uploaded into the system (image shown below)
Verify Details
Step 4: Please kindly verify the details before clicking "done"
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 5: 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.
Opted out from donations | This means that the employee will not be contributing to SHG |
Set a fixed amount | Set a fixed amount to contribute to SHG every month that payroll is generated for this employee |
Opt in to Community Chest contributions | Set a fixed amount to contribute to Community Chest every month that payroll is generated for this employee |
Exclude from Skills Development Levy (SDL) | The company need not contribute SDL for this employee. |
Exclude from IRAS Auto-Inclusion Scheme (AIS) | Income earned by this employee need not be reported to IRAS. |
Exclude from Central Provident Fund contributions | This employee is exempt from CPF contributions. |
Allow Full Employer CPF | The employer/company will be paying both employer and employee share of CPF. No deduction will be made from the employee's salary for CPF contributions. |
Pay Details
Step 6: Select Pay Scheme Template, if applicable
Step 7: Click on the drop-down list and input the Salary based on the Type
7a) Type: Monthly, Hourly or Daily
7b) Currency*: Default is set to based on the company's country currency, to change or add more currencies, please refer to this article.
7c) 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)
7d) Additional Hourly Rate, if applicable.
Working Hours
(photo)
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"
Input the necessary information on the excel file. Please DO NOT remove any pre-set validations
Select File to upload the completed excel file
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 "Next"
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!