- What is team member self service?
- How can team members update their details for payroll?
- How do I enable team member self service?
- Who is notified when team members make changes to their details?
- Require manager approval of team member initiated changes
What is payroll details self-serve?
Payroll details self-serve is available for Australian Deputy accounts with an active Deputy HR or Payroll add-on subscription.
It is an optional feature that allows your team members to manage their own employment details stored in Deputy related to:
- Bank details for payroll
- Superannuation
- Tax declarations
How can team members update their payroll details?
Once enabled, team members can manage their employment details by logging into the Deputy mobile app or Deputy website and updating their profile information.
Read How do I update my bank account, superannuation and tax details for payroll for more information.
How do I enable payroll details self-serve?
This feature is off by default in all Deputy accounts but can be enabled by System Administrators in Business settings.
1. On the top right-hand side of the screen in the menu under your name, click on Business settings.
2. Click on the People tab within Business settings.
3. Scroll to the bottom of the page and click on Manage self-serve.
4. Click the toggle to enable employee self-serve.
5. Configure the settings such as:
- who is notified when team members make changes to their employment details
- whether you require managers to approve changes to employment details
and then click Save changes.
Who is notified when team members update their details?
System Administrators have the option to nominate managers to be notified when team members change their employment details.
You can make this selection by selecting one or multiple access levels:
- System Administrator
- Location Managers
- Advisor
- Payroll Administrator (coming soon)
If you select System Administrator, then all System Administrators in your account will be notified when a team member changes their details.
If you don't want all managers at a particular access level to receive a notification, you can also select individual managers from within these access levels to receive the notification.
You might also choose to use a combination of both access levels AND individual selections to configure the notification setting you require.
In the example below, all users with an access level of 'Payroll Administrator' as well as user 'Ed Kingsley' will be notified when team members change their details.
Require manager approval of team member-initiated changes
System administrators also have the option to require manager approval for all team member-initiated changes to bank details, tax declarations and superannuation details.
Toggle on the specific employment information you wish to have manager approval and click Save changes.
Note: Any manager with the permission to view and edit the team member's employment information will have the ability to review and approve changes in the team member's profile.
With these settings enabled, when a team member makes changes to their employment details, the manager(s) nominated in the Notifications section above will be alerted that the team member has updated their details.
The manager will be asked to review the changes and approve or reject the changes before any change is updated in the team member's profile. The team member will be informed of the manager's approval or rejection action.
Note: If you have chosen to toggle ON the selection to require approval for changes to employment details then it is strongly recommended to nominate at least one manager in your organisation to receive notifications when team members update their details to ensure you don't miss completing any approvals.
Disable manager approval
After enabling the option to require manager approval for all team member initated changes to bank details, tax declarations and superannuation details, if you decide to later disable the option, you will have to ensure that all pending requests have first been approved.
When you open Team member self service, if you find that some of the approval options are greyed out, click on the View pending approvals link.
A list of requests awaiting approval will be displayed. You can click on the team member's name to
review and approve or reject the request.
Once all requests have been approved or rejected then the toggles will be purple and you will be able to disable the option for manager approval in Team member self service.
Click Save changes when you are done.