This help guide covers:
Enabling employee self service
The Employee Self Service feature must be enabled by an account admin through Settings > Feature Management to allow employees to make changes to their profile on the app.
Employees who utilize the Self Service feature cannot then be onboarded via Workforce.com. When information is added or updated through Employee Self Service, the changes will be reflected in the Onboarding tab of staff profiles on Workforce.com desktop.
Currently, fields that are added or updated via Employee Self Service will need to be manually updated in your payroll software. Admins and Payroll Officers will be prompted to make these updates when they're alerted to a change via email notifications.
Managing email update notifications
By default, all changes an employee makes to their profile will notify account Admins, Payroll Officers and the Employee through an email notification.
In these emails, Admins and Payroll Officers will be prompted to make any relevant manual updates to staff profiles in their payroll software.
Admins and Payroll Officers can manage these email notifications through their Profile > My Notifications on Workforce.com desktop. Employees will always receive a confirmation email when a change is made to their profile through Employee Self Service.
Tracking changes with the Self Service Dashboard
Make use of the Self Service Dashboard to track changes made by your staff, and communicate internally what details require updating or have already been updated in your payroll software, the tax office, or superannuation funds.
The dashboard can be accessed through the Workforce tab in your account, and will automatically be available if Employee Self Service is enabled.
Only details that aren't updated automatically in your account will appear on the dashboard, including:
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Bank details
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Superannuation details (such as address)
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Tax declaration details
Additional fields that need updating within payroll systems, the tax office, or superannuation funds (like addresses) will also appear in the dashboard.
Please note superannuation membership details (such as fund details and membership number) cannot be changed via the app. This information will need to be updated directly in your payroll software.
When an employee makes changes to their details, it'll appear in the To be actioned section. Tick the checkboxes as you update the details in your payroll system, with the tax office, or the superannuation fund, then select the Action Changes button to move the update to the Actioned screen.
From here, others with access to the dashboard will be able to see
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What fields were updated
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Who updated them
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When they were updated
Updating details
For staff that already have their contact and bank details entered into Workforce.com, either through onboarding or adding via Employee Self Service, they are able to make changes when necessary.
When information is changed via the app, the Onboarding tab on their desktop profile will be automatically updated to reflect the new information. Currently, these updates will need to be manually changed in your payroll software.
Contact number
Staff can update their phone number under the Basics section of the Personal Details page. This information will be automatically updated on their desktop profile.
Address
Staff can update their address under the Personal Details page on their app profile. Under the Home Address section, selecting the pencil icon will allow them to change their:
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Street address
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City
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State
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Postcode
Select the green Update button to save these changes.
Emergency contact
To update emergency contacts, staff can navigate to the Personal details page of their app profile. After selecting the pencil icon in the Emergency contacts section, staff can update:
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Contact name
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Their contact number
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Their relationship with the emergency contact (child, spouse etc.)
Select the green Update button to save the updates.
Bank details
Staff can update their bank account details under the Bank Acct. & Payroll tab on their profile page. By default, existing values in this page will be censored to keep staff accounts secure.
When making changes, staff can edit:
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The account name
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The account number
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Their BSB
Tax declaration
If employees need to amend their existing tax declaration, they can do so under the Tax Declaration tab of the mobile app.
On this page, they can update:
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Tax file number (or select an alternative option if they don't have a tax file number)
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Their pay basis
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Previous family name
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Resident status
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Claims for tax-free thresholds, senior/pensioners tax offsets, or other offsets
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HELP/SSL/TSL debt
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Financial supplement debt
Selecting the green Update button will save these changes. Any updates made will send a confirmation email to Admins, Payroll Officers, and the relevant employee to action in your payroll system.
Updates to an employee's tax declaration will not automatically be lodged with the ATO - this will need to be done manually via the Onboarding tab on the employee's profile.
Qualifications
With the additional setting of Allow staff to update qualifications enabled through Settings > All Settings > Permissions, staff can also update their qualifications under the Qualifications tab on their app profile page.
Here, they can update:
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The license number
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Expiry dates
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Attachments
Updated qualifications will require manager approval before being active in staff profiles. Until then, the status of the qualification will appear as Approval pending.
There is also the capability to only allow staff to view the documentation from the in app qualifications. This can be done through custom permissions > show advanced settings > click on customize access and roles. Once here choose the role from the left side options navigate to the heading in the center of the page for Workforce > sub heading Qualifications and allow only the view to be turned on.
Adding details
For employees that have not been onboarded through Workforce.com, the same information can be collected through Employee Self Service.
When information is added via the app, the Onboarding tab on their desktop profile will be automatically updated. Currently, new information will need to be manually added to your payroll software.
Contact number
Staff are able to add their contact number if one isn't already associated with their profile under the Personal Details tab in their profile. With a contact number entered, managers will be able to contact staff from the app.
Once on this page, click the pencil icon in the corner of the box, then the green Update box when you've finished entering your details.
Address
An address can be added to an employee's profile under the Personal Details tab on their profile page.
Under the Add your address option, fill out the below fields:
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Street line one
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Street line two (optional)
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City
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State
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Postcode
Enter the relevant address fields, then select the green Update button to save the changes.
Emergency contact
To add an emergency contact, staff can navigate to the Personal Details tab of their profile page of the mobile app.
Next, select the option to Add your emergency contact. They'll need to enter the following details to this field:
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The full name of the emergency contact
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Their contact number
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Their relationship to the emergency contact (parent, spouse etc.)
Once these fields have been entered, click the green Update button to add the contact.
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Bank details
If an employee wasn't onboarded using Workforce.com, have them enter their bank details using Employee Self Service under the Bank Acct. & Payroll tab of the profile page on the app.
Selecting the + Add button in the top right corner of the page will open the following bank account fields to enter:
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Account name
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Account number
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BSB number
Click the green Update button once all fields have been entered to save the details.
Tax declaration
Employees can fill out a tax declaration if not already collected through onboarding under the Tax Declaration tab of the mobile app.
On this page, staff will need to add the following information:
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Tax file number (or select an alternative option if they don't have a tax file number)
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Their pay basis
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Previous family name
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Resident status
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Claims for tax-free thresholds, senior/pensioners tax offsets, or other offsets
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HELP/SSL/TSL debt
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Financial supplement debt
After entering the relevant details, save the tax declaration with the green Submit button. If the TFN Lodgement feature is enabled in Feature Management, details will be automatically submitted to the ATO.
Admins, Payroll Officers, and the employee will receive a confirmation email when the new addition is submitted to action in your payroll software.
Qualifications
Staff can add a qualification that exists in your account, but not currently active on their profile, through the Qualifications option on the mobile app profile page.
After selecting the + Add option in the top right corner, the available qualifications to add will appear in the Qualification type menu. From here, staff will need to enter:
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The license/reference number
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The expiry date
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Attachments relevant to the qualification
New qualifications will require manager approval before being active in staff profiles. Until then, the status of the qualification will appear as Approval pending.