📝 Overview
The Payroll Worker Portal gives your workers a secure, self-service way to access their pay stubs and payroll information. Workers are automatically invited to set up portal access once they complete onboarding and become payroll-ready.
🛠️ Setting Up Portal Access for New Workers
When you add a new worker, the portal setup process begins automatically.
Click the arrow to view each step of the setup process
Click the arrow to view each step of the setup process
Add the worker to your account.
The worker receives an onboarding invite email prompting them to complete their personal details, tax information, and payment details.
Once the worker completes onboarding, their status is updated to payroll-ready.
The system automatically sends the worker a Payroll Worker Portal setup email.
The worker sets up their account by creating a password and completing multi-factor authentication (MFA).
Once setup is complete, the worker can log in and access their pay stubs and payroll information.
⚠️ Important Note: Workers who have not yet completed onboarding will not receive a Payroll Worker Portal invite. The portal setup email is only triggered once the worker's Payment Readiness status is marked as Ready.
🔧 Sending Portal Invites to Existing Workers
Workers who are already payroll-ready but have not yet set up portal access will appear in your Worker List. You will see a banner at the top of the page prompting you to send portal invites.
To send portal invites to eligible workers:
Navigate to the Workers section of your account.
Locate the banner at the top of the Worker List indicating workers are ready to receive a portal invite.
Select Send Invites to send a bulk invite to all eligible workers at once.
Each worker will then receive a Payroll Worker Portal setup email to complete their account activation.
📍 Tracking Worker Portal Status
You can monitor each worker's portal access status directly from the Worker List. The Portal Access column displays one of the following statuses for each worker:
Invite Sent: A Payroll Worker Portal setup email has been sent to the worker.
Active: The worker has completed setup and can log in to the portal.
Failed: The invite failed to send. Contact DaySmart Support for assistance.
Resending a Portal Invite
If a worker did not receive their invite or needs it resent, you can do this directly from the Worker List:
Locate the worker in your Worker List.
Select the actions menu for that worker.
Select Resend Invite.
⚠️ Important Note: The Resend Invite option is only available for workers whose Payment Readiness status is Ready and whose portal status is Invite Sent.
🧑💻 Worker Experience
Once a worker receives their Payroll Worker Portal setup email, here is what they can expect:
The worker receives an email with an Activate My Account link. This link expires after 7 days.
The worker sets up a password and completes multi-factor authentication (MFA). MFA is required for all users as part of the account setup process. Workers can use any authenticator app (such as Google Authenticator or Microsoft Authenticator) to complete this step.
Once setup is complete, the worker can log in and access their pay stubs and payroll information.
💡Tip: If a worker's activation link has expired, you can resend the invite from the Worker List. See Resending a Portal Invite above for instructions.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
When does a worker receive their portal invite?
Click the arrow to see the answer
Click the arrow to see the answer
The Payroll Worker Portal setup email is sent automatically once a worker's Payment Readiness status is marked as Ready. This happens after the worker completes their onboarding, including personal details, tax information, and payment details.
What if a worker did not receive their onboarding or portal invite email?
Click the arrow to see the answer
Click the arrow to see the answer
First, ask the worker to check their spam or junk folder. If the email is not there, verify that the email address on the worker's profile is correct. For the onboarding email, you can resend the invite from the worker's Employee Profile. For the portal invite, you can resend it directly from the Worker List using the actions menu.
Can I manually send a portal invite?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. For existing workers who are already payroll-ready, you can send portal invites in bulk using the banner that appears at the top of the Worker List. For individual workers, you can resend an invite at any time using the actions menu on the Worker List, as long as the worker's Payment Readiness status is Ready.
What does each portal status mean?
Click the arrow to see the answer
Click the arrow to see the answer
There are three portal statuses visible in the Portal Access column of your Worker List:
Invite Sent: The setup email has been sent to the worker and they have not yet completed activation.
Active: The worker has completed setup and can log in to the portal.
Failed: The invite failed to send. Contact DaySmart Support for assistance.
What is MFA and why is it required?
Click the arrow to see the answer
Click the arrow to see the answer
MFA stands for multi-factor authentication. It is a security measure that requires workers to verify their identity using a second method, such as a code from an authenticator app, in addition to their password. MFA is required for all users of the Payroll Worker Portal to help protect sensitive payroll information.
What can workers see in the portal?
Click the arrow to see the answer
Click the arrow to see the answer
Once a worker has completed setup and their portal status is Active, they can log in and access their pay stubs and payroll information.