Inviting employees to the portal

The employee portal lets employees sign in to see their payslips and use the other features your company has turned on. This guide shows how to invite employees, one at a time or all at once, and how to ask them to fill in their own details for the 201 file.

Before you start

• The employee portal must be on for your company. It is set by your accounting firm in Service setup. If it is off, the screens say "The employee portal is off for this company (set by the accounting firm in Service setup)."
• Each employee needs an email address in their 201 file. The invitation goes there.
• Owners, payroll officers and HR admins can send invitations.

Invite one employee

1. Open Employees and choose the employee.
2. On the Employee portal card, click Invite to the employee portal.
3. You see "Invitation sent to …". The employee follows the link in the email to set a password (see Signing in to the portal).

The card then shows whether the employee has signed in, and what happened to the invitation email: sent, delivered to the inbox, or refused by the receiving server.

• If the email did not arrive, check the email address in the 201 file, correct it, then click Send the invitation again.
• The invitation link works for 24 hours. If it has expired, send the invitation again.
• If the login uses a different email from the record, click Use the record's email and send the invitation.

Invite everyone at once

1. Open Employees.
2. Click Invite N to the portal. The number counts employees who are not separated, have an email and have no login yet.
3. Confirm. Sahora sends up to 100 invitations a click; if more are waiting, it says "Click again for the rest."

If some couldn't be sent, the message lists why, for example an email that can't receive mail. Fix those records and click again.

Ask employees to fill in their own details

Employees can type their personal details, government numbers and bank account themselves, and attach copies of their IDs. You check everything before it goes into the 201 file.

1. On the employee's page, find the Employee's own details card and click Ask the employee to fill in their details. The employee needs portal access to see the request.
2. The employee opens My employee details in the portal, fills it in, confirms the details are true and complete, and clicks Send to HR. You are notified.
3. The card now shows "Sent: review and apply", with what would change in the 201 file, the last 4 digits of each number and the ID copies attached.
4. Click Apply to the 201 file. The numbers and bank account replace those on file, and the ID copies are filed under Documents (not shown in the portal). The employee is notified.
5. If something needs fixing, type a note in "Note for the employee (what to fix)" and click Return to the employee instead.

Later, you can click Ask to update their details again.

Good to know

• When an employee is separated, their portal login is switched off on the separation date (see When an employee leaves).
• A portal login is always made from the employee's record, not from the Users page (see Users and roles).
• What employees can see in the portal, such as payslips and clock-in, depends on your company's Service setup.