• Setting up your default superannuation fund details (AU only)
  • Stapled superannuation funds
• Setting up your business number EIN and state code (US only)
• Requesting documents to be uploaded
• Adding template documents to be signed by your new hire
• Create additional onboarding questions
• Connect & sync onboarding data to Xero (AU only)
• Watch a video on setting up onboarding

And more articles specifically for our

• Australian customers
• United Kingdom customers
• United States customers

Before you can start onboarding, you need to enter the details of the default Superannuation fund you offer at your organisation:

1. On the People page, click on New hire onboarding from the menu on the left. Can't see the Deputy HR left hand side menu?

2. Click on Onboarding Settings.

3. Now click on the Settings button.

3. Please enter the default super fund Name / ABN / USI for your organisation.

From 1 November 2021, if your new hires don't nominate a super fund or return the Superannuation Standard Choice Form, you may have to take extra steps to comply with choice of fund rules.

1. You will need to request their ‘stapled super fund’ details from the ATO, which takes a few minutes.
2. Take action depending on whether the new hire has a stapled super fund:

• If a stapled super fund exists: You will need to pay superannuation into this account
• If a stapled super fund does not exist: you can pay superannuation into their organisation's default fund

Setting up your business number EIN (US only) and state code in your location address

Before you can start using onboarding in your US Deputy accounts you will need to:

• enter your business number (EIN) in Business settings or Location settings
• ensure your Location address in Deputy has the correct state code entered in the address:

If the address is not in the correct format you will be asked to update it the first time you onboard a new hire as shown below:

You may have a set of documents that you regularly request from new hires in your organisation.

You can specify the complete list of documents here and then when you start onboarding team members you just need to check a box to request the relevant documents for that new hire.

To configure the list of onboarding documents you want to request:

3. In the Documents you need section, click on Manage documents you need to collect.

4. Click Add new.

5. Enter the title and description (optional) of the document you require your new hire to upload as part of the onboarding process. Select whether the document has an expiry date. If you select Yes here then the team member will be required to enter an expiry date when they upload the document. A reminder email will be sent to the employee one month before the document is due to expire.

Click Add.

To add more documents just click Add new to continue adding document types. You can request up to 20 documents during the onboarding process.

Note: If you need the front and back of a document to be uploaded (for a driver’s licence for example) you would need to send this up as two separate documents to upload.

If you need to remove any document types you have set up in error, just click on the red trash can icon. 

WARNING: Deleting a document type will also delete all previously collected documents under this document type from each team member's profile.

You can create an unlimited number of templates for commonly used forms that you send new hires (such as contracts), have them sign electronically using Hello Sign and upload the signed forms as part of the onboarding process.

Note: These templates will also be available to re-send documents or send new documents to your team members for electronic signing even after the onboarding process is over. 

Read more about how to set up and manage these templates for electronic signing at Managing template documents for your new hire onboarding.