Tanda’s integrated Employee Onboarding Module means no data entry for managers. New staff can enter their own personal & bank details, choose their Super fund and declare their Tax File Number online.

What information do we collect:

In the onboarding process, we will collect an employee's:

  1. Name & Email
  2. Personal details (phone number, DOB, etc)
  3. Address
  4. Emergency contact details
  5. Bank details
  6. Tax File Declaration (optional, depending on setup)
  7. Super choice form (optional, depending on setup)

Where do I access it in Tanda?

Employee Onboarding can be accessed by going to Workforce > Staff: 

On the far right, select Add Staff > select  the Employee Onboarding box:

Setup your Business Details

The first time you open Employee Onboarding you will see a setup modal appear. We automatically submit TFN declarations to the ATO but to do so we need a few details:

Once you've entered your details you will be shown the following screen:

Here you just need to select whether you want Tanda to collect employee super details.

  • If you select yes, this will trigger an email to Tanda's Superannuation team, who will give you a call to set this up. You can start inviting employees to fill in their onboarding details straight away, but it won't include Super information.
  • If you select no, you can just start using Onboarding straight away.

Who can access Onboarding?

Users with Admin, Payroll Officer, General Manager or Team Manager permissions can access Onboarding and send invitations. 

If a Team Manager adds a new employee, Admins will be notified via email and the new employee will automatically be added to the Teams that the Team Manager is assigned to.

What details are required to send an invitation?

You must enter the employee's correct legal name and email address. Correct legal name is important as this information is used by the ATO and super funds. Mobile phone number is optional. 

What happens once an invitation is sent?

The employee will receive an email and possibly a text depending on the details entered. This will link them to the Onboarding App where they will enter their details. 

They will also be generated a 4-digit passcode which is included in the email. If their mobile number was entered when they were invited, their passcode will be the last 4 digits, otherwise it will be randomly generated. 

What happens when the employee completes Onboarding?

Upon completion of their details, the employee will be sent a confirmation email with a copy of the Fair Work statement. You will also receive confirmation via email which will outline the next steps to be taken to complete setup for this employee.

Where will this information go?

The employee will have an active staff profile in Tanda under Workforce > Staff. All of the information they entered can be found under the Onboarding tab in their profile. 

If you use Xero or MYOB AccountRight Live, this information will also be sent to your payroll system.

What gets sent to Xero?

Personal and bank details, TFN and Super choice is sent to Xero once all the information is collected. If the fund is not already in Xero, Tanda will create it and link it to the employee. 

You will just need to enter the employee's emergency contact information in Xero and assign their Leave accruals. 

The only other bit of classifying you need to do, is on the employee's profile in Tanda, is to select their employment type and classification/level, for this to push through to Xero. 

What gets sent to MYOB?

Personal and bank details and TFN is sent to MYOB once all the information is collected.

You will just need to enter the employee's emergency contact information in MYOB, assign their Leave accruals and enter the Superannuation details (unfortunately this isn't available yet with MYOB). 

The only other bit of classifying you need to do, is on the employee's profile in Tanda, is to select their employment type and classification/level, for this to push through to MYOB.  

How will I know if the information has been pushed to my payroll system?

Once the information has been pushed to payroll, the following message will appear  on the employee’s profile under the Onboarding” tab:

What about multi-payroll organisations:

There are a couple of differences in how this works for multi-payroll organisations. 

TFN Declarations:

  • Since we can only store one ABN per organisation, TFN declaration is currently only available for organisations with a single payroll integration.

Payroll Integration:

  • If your organisation has multiple payroll files, all you need to do to ensure the data is pushed to the correct file is give the new employee a default team on their profile, at which point in the Onboarding tab, a button will appear which says Click here to push to {file name}. This will allow them to push the employee to the relevant payroll file.

Frequently Asked Questions:

Do you automatically push this information into other payroll systems?

Unfortunately not. While we can do TFN declaration for any single-payroll clients, we only integrate this data with Xero and MYOB AccountRight Live.

My staff often get their residency wrong on the Tax File Declaration?

The Onboarding tool gives an alert when staff say that they are not a resident. We also provide them with a link to the ATO website to help them clarify which option they should select.

My staff often get the Tax Free Threshold question wrong on the Tax File Declaration?

When an employee selects “No” to the Tax Free Threshold during Onboarding, we follow up with another question: “Is {business name} your only payer”. If they select “Yes” to this question, we advise that they should probably be claiming the Tax Free Threshold.

Can I use this for my existing staff?

Onboarding can be used for existing staff in a particular set of circumstances:

  • If an employee has been added manually, has an email address in Tanda and is not currently in either Xero or MYOB, you can send the employee an Onboarding invitation. The information they enter will then be appended to their existing profile and you can lodge a TFN for them or enter their details into your payroll system. 
  • If you see this on an employee’s profile, it means they can be onboarded even though they have an existing staff profile:

Can I add my own documents to the Onboarding Process?

Not yet, however we hope to add this functionality in the future. You may be able to use Qualifications instead.

Can I download a csv of the Onboarding data?

Unfortunately not, for security of the data. You can access it anytime in Tanda though. 

For any other queries please don't hesitate to contact Tanda Support and ask for a member of the Superannuation team on 1300 859 117 or support@tanda.co

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