Employee Onboarding is the fastest way to collect payroll information for new employees. Employee onboarding collects the below forms:

  • Tax File Number declaration form

  • SuperChoice form

  • Personal details

  • Bank details

You can customise your employee onboarding setup to include additional documents and questions.

How it works

Once you have made an offer of employment, add the employee to Tanda using paperless onboarding to send onboarding forms to the employee. On completion, the employee will be automatically created in live systems such as MYOB and Xero. For other payroll systems, you will receive a completion report with the completed details.

To see an example from an employee's perspective, see the Employee Onboarding landing page.

To see how paperless onboarding works with Sage MicrOpay, see Automatically sync employee information with Sage MicrOpay.

Inviting new employees to complete onboarding

Navigate to Workforce > Employee Onboarding > Onboard New Staff

Enter the employee's first and last name, email, phone (optional), and select which teams they will work in. You also have the option to upload the employee's employment contract and select a document bundle.

Tip: as you will be collecting employment related documentation, it's important to invite employees using their correct legal name.

Once the employee has completed onboarding

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

This information will be available via Workforce > Staff on the employee's profile under the Onboarding tab.

Syncing onboarding information to your payroll system

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, TFN and Superannuation details (Superannuation Guarantee is applied by default) are sent to MYOB once all the information is collected.

Tip: For superannuation details to be sent, the relevant funds must be added to the Superannuation Fund list in MYOB. You can add a number of frequently used funds to your list so that new employees who enter those fund details in paperless onboard

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

The only other 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:

Can I download a csv of the Onboarding data?

Yes, this can also be used as a way of extracting the data to then be imported into other payroll systems.. Through the standard staff export you can export most onboarding details from the onboarding tab on the employee profile.
To do this: Workforce > Staff > Tools > Export > Export data (CSV)

Integrating employee onboarding with the Australian Tax Office (ATO)

You can lodge Tax File Declaration (TFN) forms directly to the ATO from Tanda. This is optional.

To lodge TFN forms to the ATO from Tanda, follow the below steps:

1. Navigate to Settings > Feature Management and toggle 'TFN Lodgement' to on

2. Navigate to Workforce > Staff > Tools > Update ATO Details. Confirm your ABN and business details.

For organisations with multiple payroll files:

  • These business details can be managed via your payroll integrations

  • Navigate to Settings > Integrations > Edit Integration

  • Enter the ABN, Trading Name, Legal Name and Address of the payroll file which will be lodging the TFN

  • Complete these steps for each of your payroll integrations

Customising employee onboarding

You can customise onboarding to your needs by including forms, custom questions and by attaching employee contracts to the form.

Onboarding can be configured under the 'Onboarding Documents' and 'Onboarding Questions' tabs in the Onboarding Hub.

Staff will be required to acknowledge all forms and answer all questions before they are able to submit onboarding.

Request employees upload documents during onboarding

Through our platform features employees can upload documents during the onboarding process. First, you can create custom file fields types against the employee profile.

To add files to be uploaded by the employee during onboarding you will need to:

Under Link existing objects as fields

  • Create a new fields e.g. “Please upload your signed contract”

  • Ensure Visible To: Employee

  • Ensure Editable By: Employee

  • 'Object' should be file

These custom fields will be stored on the employee profile under the Additional tab.

Once added this will show for the employee in the onboarding form.

Configure which roles can send onboarding invitations

By default users with Admin, Payroll Officer, General Manager or Team Manager permissions can send onboarding 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.

If a user with Admin permission adds a new employee, only that user will receive notifications.

You are able to customise these permissions via Settings > All Settings > Permissions. Scroll to the bottom and open Show Advanced Settings > Customise access & roles here.

Select the relevant permission, and navigate to 'Create' under the Employee Permissions.

FAQ & Troubleshooting

My staff got one of the fields wrong or have requested to change some of the information?

Any changes made to the onboarding tab is not automatically pushed to your payroll software after initial onboarding. Please update any information directly in Xero / MYOB.

My staff gets redirected to "All done" when clicking on the onboarding link.

This may happen if an employee had previously completed onboarding for another organization on their device. Please advise them to clear the browser cookies or open the onboarding link in an incognito or private tab.

Do you automatically push this information into other payroll systems?

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

Does the data automatically send to Xero and MYOB?

If your organisation only has one payroll integration, and that integration is Xero or MYOB, no further steps are required once an employee completes their onboarding form. The completed information will automatically transfer to your payroll software.

If you have more than one payroll integration enabled in your account, and the employee is not yet assigned a 'default payroll team' on their employee profile, follow the below steps:
1. Assign a default payroll team on their employee profile
2. Navigate to the onboarding tab of the employee profile and click 'push to [your payroll file name]' to send the onboarding information to your payroll file

My staff's TFN details haven't sent to the ATO?

This is due to multiple ABN's on your account and will be fixed by removing the ABN from your integrations. The steps to do so are as follows:

1. "Go to Settings -> Integrations -> Edit [On your integration] -> Disconnect"

2. "Go to Settings -> Integrations -> Edit [On your integration] -> Delete"

3. "Go to Settings -> Integrations -> + Add new integration" and add back your integration ensuring no ABN has been input

4. Save changes

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:

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