📝 Overview
Onboarding a new employer involves a few key steps before they can run their first payroll. This article walks you through what to expect during the process, how to manage the onboarding link, and how to confirm when onboarding is complete.
🛠️ The Onboarding Process
Before getting started, make sure you have the following on hand:
Business information and work locations
Information about the company's representative or signatory
Bank account details
Worker pay schedule preferences
Once you're ready, here's what the full onboarding process looks like from start to finish.
Step 1: Employer Onboarding
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When you sign up, you'll be guided through the employer onboarding flow. This includes:
Accepting the payroll terms of service
Entering business information and work locations
Providing information needed for tax setup
Entering and verifying your bank account
Inviting workers to payroll onboarding
Setting up pay groups, pay periods, and worker pay dates
To send an Employer onboarding email invite, navigate to the Employer List, Add Employer/Employer User, then select the "Send onboarding invite email" box.
Step 2: Worker Onboarding
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Once you invite workers to payroll, each worker receives a personalized onboarding link by email. Workers complete their onboarding at their own pace, including on mobile. Before a worker can be paid, they'll need to provide:
Basic demographic information: name, address, and date of birth
Bank account details for direct deposit
Personal tax setup information
Step 3: Payroll Migration (if applicable)
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This step only applies to employers who have already paid workers during the current calendar year using a different payroll provider. Historical payroll reports will need to be collected to ensure a seamless transition in tax filing. This process can take up to two weeks, depending on the complexity of the employer's payroll history and how quickly the required reports can be provided.
Employers who have not yet paid workers during the calendar year can skip this step entirely.
Step 4: Compliance Checks
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Compliance checks happen in the background before any money can be moved on behalf of your business. This includes Know Your Business (KYB) and Know Your Customer (KYC) verification. Most businesses and workers clear quickly. In some cases, if additional information is needed, you may receive a Request for Information (RFI) asking you to provide supporting details.
❓Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
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What information do I need before starting employer onboarding?
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You'll need your business information, work locations, the name and details of your company's authorized signatory, bank account information, and your preferred worker pay schedule. Having these ready before you begin will help the process go smoothly.
Does every employer need to complete a payroll migration?
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No. Payroll migration only applies to employers who have already paid workers during the current calendar year with a different payroll provider. If you haven't paid workers yet this year, you can skip that step entirely.
How long does the payroll migration step take?
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The migration process can take up to two weeks. The timeline depends on the complexity of your payroll history and how quickly you're able to provide the required historical payroll reports.
What is an RFI, and what should I do if I receive one?
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An RFI (Request for Information) is a request from the compliance team asking for additional details to complete your KYB or KYC verification. If you receive one, respond promptly with the requested information to avoid delays in activating your account.