This help guide will discuss Tanda's employee onboarding process from a manager's perspective, including sending an employee onboarding invitation, tracking employee onboarding, syncing onboarding information to your payroll software, and more.

Employee Onboarding is the fastest, most convenient way to collect payroll information for new employees. By default, employee onboarding collects the following forms:

As we'll discuss throughout this guide, you can also customise your employee onboarding setup to include additional documents, contracts, and questions.

To learn more about onboarding from an employee's perspective, see our help guide on Completing Employee Onboarding.

Once you have made an offer of employment, you can use Tanda's employee onboarding feature to collect essential payroll information easily and get your new employee up and running in Tanda. Tanda’s Employee Onboarding Software makes adding new staff to your business painless. Send new employees an invitation, and they can fill out all their information digitally.

That way, you always keep key details, like contracts, super, and ATO information. Tanda’s database keeps all your crucial information in the cloud for digital accuracy.

Once an employee has completed onboarding, their account will be automatically created and populated in live systems that you have integrated, such as MYOB and Xero. If you use a different payroll system, you will receive a completion report with the relevant onboarding details.

For specific details on using employee onboarding with Sage MicrOpay, see our Sage MicrOpay help guide.

To send an onboarding invitation to a new staff member, navigate to Workforce > Employee Onboarding > Onboard New Staff.

Then, you will be prompted to enter the following details in the onboarding form:

After clicking continue, you will be prompted to enter the following details on the 'Finalise Contracts' screen:

Depending on the industry award you follow, an employee's hourly rate will be automatically generated based on the award rules and their age. To automatically generate these details, fill in the Industry Award, Employment Type, Classification/Level, and Date of Birth fields.

Once an employee has commenced onboarding, managers and admins can easily track their progress by navigating to their employee profile and selecting HR > Hire & Onboard.

From here, employers can see each individual step of the onboarding process, along with a status tracker showing whether that step is ‘completed’ or ‘incomplete’.

Employers can also click on each step to view more details.

This view makes it easy to prompt employees to complete their onboarding, as managers can point out exactly which modules remain incomplete.

From this view, you also have the option to resend an onboarding email. You will see this option after sending the initial onboarding invitation, and it will disappear again once the employee has completed onboarding. Resending the onboarding email will invalidate any previous onboarding emails and in-progress onboarding forms, meaning the employee will have to restart the onboarding process from scratch. You should only do this if you are certain an employee didn't receive their onboarding email or if they have subsequently changed their email address.

Once an employee has completed all necessary onboarding steps, this view will revert to a one-line table showing their onboarding status as ‘completed’ and the completion date.

Once an employee has completed onboarding, they will receive a confirmation email with a link to the Fair Work Information statement.

As a manager, you will receive a confirmation email outlining the next steps to finalise the employee's setup and view their profile in Tanda.

This information is also available by navigating directly to an employee's profile (Workforce > Staff) and clicking the HR tab.

If you use Xero or MYOB, most onboarding information will also be sent automatically to your payroll system.

Once all the onboarding information has been collected, an employee's personal and bank details, TFN, and Super Choice are sent to Xero. If the Super fund still needs to be added to Xero, Tanda will create it and link it to the employee. 

You must still manually enter the employee's emergency contact information in Xero and assign their leave accruals. 

For more details, see our Xero Payroll integration checklist.

Once all the onboarding information has been collected, an employee's personal and bank details, TFN, and Superannuation details (the Superannuation Guarantee is applied by default) are sent to MYOB.
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Tip: To send superannuation details, the relevant funds must be added to the Superannuation Fund list in MYOB. You can add several frequently used funds to your list, so new employees who enter those fund details can quickly select them.

​You must still manually enter the employee's start date and emergency contact information in MYOB and assign their leave accruals.

For more details, see our MYOB Live Payroll integration checklist.

Once an employee has completed their onboarding, you can check if the information has successfully synced with your payroll system by navigating to Employee Onboarding > Onboarding History. These details are stored under the 'Payroll status' column.

Yes, you can download a CSV of employee onboarding data. This CSV is also useful for extracting employee data to import into other payroll systems.
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To download a CSV of employee onboarding data:

You can customise the employee onboarding process by including forms, contracts, integrations, and custom questions to better suit your needs.

Before staff complete their onboarding, you can request they read and agree to the terms of an employment contract. You can use a contract template to automate this process for multiple new employees. With contract templates, specific details automatically populate per employee. You can learn more in our Create a Contract Template help guide.

When sending contracts through employee onboarding, you can also require staff to agree to their contract before they enter their details. Enabling this setting means staff can only enter onboarding details after they have signed their contract.

You can enable this through Settings > Onboarding > View all onboarding settings. Then, tick 'Employees must sign contract before onboarding.'

From this view, you can also tick 'Show HR Legal Contracts in contract selection options', allowing you to send employment contracts during onboarding. You can manage your contract templates via the Contracts & Documents tab.

To learn more about this setting, view our Send Contracts help guide.

Like contracts, you can attach documents and policies for employees to read and acknowledge during onboarding. For example, you might want to attach your company's leave policy for employees to accept.

To attach documents during onboarding, you must first enable this setting. To do so, navigate to Settings > Onboarding > View all onboarding settings. Then, tick 'Show HR Legal Documents in document selection options.'

From there, you can upload PDF documents (up to 15MB) to Tanda to share with employees during onboarding. You can manage and upload documents by navigating to Workforce > Staff > Contracts & Documents > Documents.

You can also sort multiple documents into bundles to speed up this process. For instance, you might want to add your uniform, health and safety, and IT security policies as a standard onboarding bundle to save time.

To do this, click + Create Document Bundle, then name your bundle and tick the documents you want to include in your bundle.

You can learn more about documents in our Documents and Document Bundles help guide.

Further, you can use the Onboarding Questions tab (Workforce > Employee Onboarding) to include custom onboarding questions for new starters to answer, such as uniform sizes or license numbers.

Additionally, you also have the option to configure our SuperAPI integration during onboarding.

SuperAPI is an ATO-integrated digital service provider that simplifies the super choice step during employee onboarding.

The SuperAPI integration allows you to:

To opt-in to the SuperAPI Integration, navigate to Settings > Superannuation

and click SuperAPI Setup. This will take you to the SuperAPI settings page to enter your details.

For more detailed information about configuring this integration, see our help guide.

Users with Admin, Payroll Officer, General Manager or Team Manager permissions can send onboarding invitations by default.

If a Team Manager sends an employee onboarding invitation, Admins will be notified via email. The new employee will automatically be added to any teams that manager is assigned to, as Team Managers can only onboard staff to the teams they manage.

If a user with Admin-level permission sends an onboarding invitation, only the employee being onboarded will be notified.

Once an employee completes onboarding, the user who sent the initial onboarding invitation will be notified. For example, if a team manager sends an onboarding invitation, only they will receive the completion email.

To monitor these details, we suggest visiting the Onboarding History section of the Employee Onboarding page. Alternatively, if you want to monitor your new starters in greater detail, you can use our Recent Commencements Report, located under Reports > Workforce > Employee Reports.

You can customise who has permission to invite employees to onboarding via Settings > All Settings > Permissions > Show Advanced Settings > Customise access & roles here.

To enable this permission, select the relevant role from the side menu, then navigate to 'Create' under Workforce > Employee.