Accessing completed staff onboarding information

This article explains how to access and manage your staff’s onboarding information once they have completed the required steps. For your staff to receive the onboarding link, you must first set up staff onboarding and invite them to your account. This guide covers how to view, approve, or update onboarding details and sync them with Xero, if applicable. Following these steps ensures you can track and approve essential staff information accurately.

For initial setup, refer to the guide: Customise employee onboarding process.

1. Accessing staff onboarding information

In this section, you’ll learn how to access the onboarding information of your staff members. It covers viewing documents and options to approve, unapprove, or request updates. This process helps ensure that all required information is correct and complete.

1.1 Viewing staff onboarding details

1.1.1. Click on the Staff tab in your account.

1.1.2. Select the staff member whose information you want to view.

1.1.3. Navigate to the Documents tab.

1.1.4. Click through each tab to see all captured information.

1.2 Approving or updating onboarding information

1.2.1. To approve information, click the Approve button to prevent further changes.

1.2.2. To unapprove information, click the Unapprove button, allowing the staff member to make updates.

1.2.3. To decline information, select Decline to send it back to the staff member for re-submission.

2. Managing Xero integration for onboarding

If you have enabled Sync to Xero in your onboarding settings, approved staff information will automatically sync with Xero, provided all required sections are approved. This section outlines how to manage Xero integration and create staff profiles in Xero.

For more on syncing staff lists with Xero, see Sync staff list with Xero.

2.1 Syncing staff information to Xero

2.1.1. Ensure all required sections—Personal Information, Bank Details, and Tax File Number—are approved.

2.1.2. Note: Superannuation and Company Documents do not sync with Xero.

2.1.3. Approved staff information will push automatically to Xero.

2.2 Creating a staff profile in Xero

2.2.1. Click the Create Staff in Xero button to add a new staff profile in Xero.

2.2.2. Important: Avoid duplicates by using Employee Sync with Xero if the staff member already exists in Xero.

3. Downloading and updating staff information

This section explains how to download documents and update staff information or resend the onboarding link. These tools are useful if staff have made errors or if you need copies of onboarding files.

3.1 Downloading company documents

3.1.1. Go to the Company Documents tab.

3.1.2. Click the file icon to download a copy of each document.

3.2 Updating or resending staff information

3.2.1. Click Resend Onboarding Link to resend the link to the staff member.

3.2.2. Select Update Staff Information to make direct updates to their onboarding details if corrections are needed.

FAQs on Accessing and Managing Staff Onboarding Information

1. How do I access completed onboarding information for my staff?
To access a staff member's completed onboarding information, go to the Staff tab, select the staff member, and navigate to the Documents section. Here, you can review all onboarding details, ensuring that essential information is complete.

2. Can I approve or update staff onboarding details?
Yes, you can approve, unapprove, or decline onboarding details. Approving locks the information, unapproving allows updates, and declining sends the information back to the staff member for re-submission.

3. How does staff information sync with Xero?
If Sync to Xero is enabled, approved sections of onboarding information (Personal Information, Bank Details, Tax File Number) automatically sync to Xero. Ensure these sections are approved for the sync to occur.

4. How do I create a staff profile in Xero?
To create a new staff profile in Xero, click the Create Staff in Xero button in the onboarding section. To avoid duplicates, use Employee Sync with Xero if the staff member already exists in Xero.

5. How can I download company documents or update staff information?
To download a document, go to the Company Documents tab and click the file icon. For updates, use Resend Onboarding Link or Update Staff Information to adjust details or resend onboarding links.