Remove the need to collect paper forms from your employees with Employee Onboarding. Using this feature, employees can enter in some of their own details before they start their employment.

This feature is only for businesses located in Australia.

In this article, you will learn

  • the steps to complete your onboarding

  • review and submit the forms

Getting Started

Employee onboarding allows your employer to digitally collect and record vital information. This includes:

  • Personal details

  • Bank (payment deposit) information

  • Tax File Number

  • Emergency contact

  • Superannuation details

Completing the forms

You will receive an invitation link via email and SMS inviting you to start filling out your new starter details. Simply click the link to continue and Get Started!

Please note that the below is the process as shown on a computer. You can complete the onboarding process on mobile, and the experience is similar, if not exactly the same as what is displayed below.

During this process, you will need to fill in important information such as:

  • Personal details (D.O.B and address)

  • Bank details (BSB & account number)

  • Tax declaration form

  • Superannuation

  • Emergency Contacts

Click into each section to complete the onboarding.

Personal Details

Enter your date of birth and address here.

Superannuation Fund

First, you'll need to identify whether you're eligible for superannuation.

If No, you won't need to fill out the Superannuation section, just click Save.
If Yes, you will need to nominate where your superannuation fund contributions will be deposited to:

  • The superfund nominated by your employer, this is the company's superfund

  • APRA fund or retirement savings account (RSA)

  • Self-managed super fund (SMSF)

  1. If you select 'The super fund nominated by my employer', you will only need to provide your full name and Tax File Number (TFN).

2. Selecting 'Superfund chosen by me (RSA)' requires you to know your super fund's name or USI, your TFN, and to have your super fund member number ready.

Alternatively, selecting 'The self-managed super fund (SMSF)' requires you to print out and fill a form, which needs to be given to your employer as soon as possible.

You will be shown a link to the form, or you can download the form here.

Bank Details

Here, you can nominate the bank account in which your pay will be deposited into. You'll need the following details:

  • Account holder name

  • BSB number

  • Account number

Tax Declaration

As an employee, please ensure that you have a Tax File Number. To obtain a Tax File Number, please click this link to find out more.

In this step, you will need to answer questions regarding your tax status to ensure that you are taxed correctly. Here's a guide on how to fill out a tax form.

By ticking the boxes when filling in your details, you are confirming that you have entered the details correctly. The boxes, when ticked, are considered the equivalent to a written signature and meets the requirements set by the ATO.

Please note that there are penalties for deliberately making a false or misleading statement.

If you select that you don't have a TFN or exempt from providing one, you will need to specify a reason.

Emergency Contact

Here, enter the details of the person you would like your employer to contact in the case of an emergency. Just fill in the following:

  • Their full name

  • Mobile number

  • The relationship you have with that person

Upload a document

If your employer has requested a document, you will see a Documents tab. You must upload the requested doc to complete your onboarding.

Simply upload or drag & drop the document requested. You can only upload one file per document request. Make sure your file is less than 10MB and one of the following file types, .png, .jpg, .pdf.

Pro tip: on mobile, you can use your camera to take a photo and upload it.

If your employer has requested you to digitally sign and reupload the document - you can do this all on your mobile device!

Download the Adobe Fill & Sign app (Apple or Google) to sign unlimited documents for free! First, open the file in the app. Simply tap the signature icon and easily sign with your finger. To save, tap the Share icon (bottom right). Once you’re done, go back to the onboarding form and upload the saved file.

Review and submit your form

When you have successfully filled in your forms, you will see a prompt at the bottom of the screen, stating that you have completed your forms. Click the 'Review' button.

You will be given the opportunity to review and edit your forms before submission. If any of the forms need to be edited, click the Edit icon (on the right side of each form)

If all the information is correct, click the Submit prompt at the bottom of the screen.

After submitting your form, you will see a page where you can download the Deputy app. You will also receive your Deputy invitation email and instructions on how to login. More information on how this works, here.

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