Launching Employment Hero

Launching your Employment Hero platform will invite any employees you have imported to join you on the platform where they will be able to submit leave requests, timesheets or read and acknowledge any documents you have set up on your platform.

Set-up mode will automatically be switched off when you launch to ensure all emails are generated from the platform.

We recommend launching Employment Hero to your employees as soon as possible to assist in keeping your employee data up-to-date. 

Whilst you should be maintaining Employment Hero HR data from the moment your employees have been imported, it can be tricky keeping two systems active.

You are able to customise your menu to only show the features your organisation is using. You can hide a feature temporarily it may not be ready for your employees to use.

For example, Let’s say you’re thinking about using Employment Hero to conduct performance reviews, but if the reviews are not due for another six months, you don’t have to use the platform for that purpose right away.

To customise, select:

• Select Settings 
• Under Customisation, select Menu
• Deselect any features you wish to remove for your menu
• Select Save

This will disable this feature for your employees and for yourself. If you intend to use it in the future, just head back to this section and select it again.

Not all features can be hidden as they may be integral to Employment Hero. If it’s not on the list, it cannot be hidden.

Customising your invitations will allow you to control what content is shared in the email when your employees are invited to the platform.

The email you write will become a template that is sent to your current employees and new starters who are onboarded to your organisation in the future, so ensure it is written to include employees new and old. 

As this is a new feature, it is still in Beta mode. To opt into the Beta, select:

• Select Beta (in the top right hand corner of your screen next to your name)
• Toggle Email Templates on and confirm 

Now you can select:

• Settings

• Email Templates

Here you will have the option to customise four email templates:

• Contractor Contract Email 
• Employee Contract Email
• Invitation Email
• Welcome Email

To preview, select Actions and Preview. 

Customise an email by selecting:

• Actions

• Clone

• Edit the clone you have created

• Save your changes
• Select Actions and Activate

This will ensure your cloned template is the active email template for onboarding.

All previous versions of this template will remain on the page but will not actively send to your employees.

If you are a Platinum subscriber, you will have the option to replace the Employment Hero logo and branding with your own. This will allow you to upload your company logo on your HR Platform and E-mail notifications.

– Select Settings

– Under Customisation, select Custom Branding

Here you can upload a:

– Sidebar logo

– A log-in screen logo and background 

– Email header/mobile login

To ascertain if you’re ready to launch your platform, check the following things:

• Have you uploaded your Employee Data?

In your employee list, you should see all of your employees’ names. Prior to launching, ensure this list is up to date and does not include any employees who have left your organisation.

If there are employees who have left your business, simply offboard them prior to launching your platform. 

• Have you built your Organisation Structure? 

The organisation structure will dictate who is notified/can approve leave and timesheets. 

Select Organisation Chart to ensure everybody has been assigned a manager. In addition, ensure this matches your current internal structure as all employees will have access to view this.

• Have you created locations and public holidays?

Locations ensure your employees have an onboarding experience that is relevant to their location in the world. 

Public holidays ensure your employees’ leave balance remains correct, even if they’re requesting leave on a public holiday.

If you may need to add or edit, use this guide for assistance.

• Have you posted an announcement? 

The announcements are one of the first things an employee sees when they log into Employment Hero.

Give your employees a warm welcome and take this opportunity to outline what you would like them to do once they’ve logged into the platform. 

Select Shout Out and Recognise Your Peers on the Dashboard to make your announcement.

If you have completed those elements, you’re ready to launch! 

Prior to launching, we recommend letting your team know a change is coming. 

Whether you’re holding a digital catch up, a presentation or sending out an email, we have you covered. Check out the links below for some useful resources that will assist in communicating with the team.

When you’re ready to launch, simply select Launch from your set-up dashboard. This will send an invitation to any employees that are currently in the pending status.

It will also automatically turn off set-up mode which will now ensure email notifications are sent from the platform when appropriate. If you would like a better understanding of when email notifications are sent, check out this comprehensive list of emails sent from our platform. 

Your employees will receive an invitation to activate their profile via the email that they have listed as their ‘account email’. In this email, they will receive a link that they can use to activate their profile.

It’s important to note that this link will only be valid for 72 hours. If an employee is unable to activate their profile within this timeframe, an admin can resend the invitation.

Your employee will be taken through a six step process. 

Step one: Your employee will set up their password. Their log-in username will be their account email. 

Step two: An employee enters their personal details. You may have chosen to enter these details for them or the information may have been transferred through a payroll integration. In this case, the employee will only need to verify the information. 

Step three: An employee will be prompted to complete their tax file/code declaration. If this information has been entered for them, they will simply need to confirm the information is correct and add their signature.

Step four: An employee must outline if they are a permanent resident of their country to verify their working rights. If they select no, they will be prompted to complete passport and visa information. 

Step five: An employee enters their Superannuation/KiwiSaver details. You may have chosen to enter these details for them OR the information may have been transferred through a payroll integration. In this case, the employee will only need to verify the information. 

When choosing their Superannuation, employees will first need to select the type of super they have (for example, selecting Existing or SMSF) and their details will be shown on this screen. 

Step six: Finally, your employees might be prompted to upload certifications or disclose medical conditions if this reflects your company set-up.

Please note: Employees are unable to skip steps in the onboarding, even if they are an existing employee of your organisation. Remember, you’re transferring to a brand new system so you’ll want to ensure your employees confirm the details you have on file are correct to start with. 

Your employees will display a status of active or pending. 

• If an employee is Active, they have logged in and created a password. 

• If an employee is Pending, they have not yet logged in or created a password. 

You can resend invitations to employees in bulk by selecting Send Invitations to New Users on your Employee List. This will only send invitations to employees in the Pending status.

It’s important to ensure the accuracy of your employee information as we launch our new HRIS. During the onboarding process, employees will have the chance to review and confirm the correctness of their information. This process establishes a standard where employees are responsible for maintaining their own information, and Employment Hero should be the primary platform for updating their details as needed.

If you have already entered your employee’s Superannuation fund details, make sure that your employee selects the ‘Existing‘ option on the Superannuation page. This should display their existing Superannuation fund details and all they will need to do is confirm the details are correct.

If the employee uses a Self-Managed Super Fund, they should instead select ‘Your SMSF’.

Yes, we highly encourage having your employees use the Employment Hero platform exclusively. Managing multiple systems can be challenging, so it’s best to make the most out of your investment by having your employees use the platform entirely.

You can keep your employees up to date with new features by posting announcements. Once setup mode is turned off, your employees will receive email notifications when you assign new items, such as HR Documents, Policies, or Certifications, for them to complete.

Yes, you can switch setup mode on and off whenever you need. If you need to switch setup mode on, follow these steps:

• Select Settings
• Company Settings
• Employment Settings
• Setup Mode On