Company settings required to activate onboarding with Requirements for setting up Flare HR
Australian Environments Only (Datacom Australia needs to request access)
Direct Access turned on
Employee maintenance module turned on
Default Super Fund
Login as a user with Onboarding Administrator role to Direct Access.
Navigate to Admin Direct Access → Company Options page.
Search for a super fund to be Company Default Super Fund.
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Benefits Management
Search for a user to be Benefits Account Owner. The user needs to be an Onboarding Administrator in order to be selected as a Benefits Account Owner.
Click on Save to apply the changes.
NOTE:
If the company does not have Benefits module turned on, Benefits Account Owner field will not show on Company Options page.
There is one Company Default Super Fund
Only one Benefits Account Owner per company.
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How can I enable Flare HR in Direct Access?
Contact our support team who will be able to assist with turning Flare HR in DA
Onboarding Initiation - Setting up a new starter
Login as an Onboarding Administrator to Direct Access
Go to Admin Direct Access → Employee Maintenance → Onboarding
Click on “+” to kick off the onbording onboarding process for an employee
Enter onboarding employee’s first name, last name, email, Username and start date
A success message will show pop up once the onboarding employee is created successfully
(a). The onboarding employee will be added to the list on the Onboarding page with status showing as “Pending” (b). Activation email can be resent from this page if required (c).
Note: The created onboarding employee user will NOT be visible in the DataPay Application as the user is not linked to an employee.
Emailed notification of completed onboarder
A confirmation mail email is sent to the onboarding administrator once the onboarder has completed all steps of the onboarding process.
A confirmation mail email is sent to all payroll administrators once the onboarder has completed all steps of the onboarding process.
To not have the email sent to all payroll administrators, enter email address that should receive this confirmation email under “Admin Direct Access > Company Options > Onboarding Notification Email Address”
After an employee completes their onboarding, a link to the Superannuation Standard Choice Form will be available on Admin Direct Access → Employee Maintence Maintenance → Onboarding page.
Onboarding Administrators can download and view the Superannuation Standard Choice Form PDFs for all employees who have completed onboarding successfully.
Below is an example PDF. Onboarding details including employee name, super choice, company ABN, company name are all populated on the form.
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Complete employment setup of employee
Once the onboarder has completed their onboarding, a draft employee is created in the Datapay Application.
The Payroll Admninistrator can now continue with the onboarding of the new employee under “Admin Direct Access > Employee Maintenance > New Employee”
Onboarding an Employee
Start
After Onboarding initiation, the onboarding employee will receive a “Welcome to Direct Access” Email.
The email is based on the standard Direct Access welcome email, customised with onboarding-specific content.
Employee clicks on the link in the welcome email and completes account activation via the Direct Access password setup process.
After Account activation, the onboarding employee can log into Direct Access and start filling in their onboarding details.
When the onboarding employee logs into Direct Acess, the Onboarding landing page will show.
Employee’s first name, last name, and email address will be pre-populated.
After completing Personal Details, the employee can submit and continue with Emergency Contacts.
After Emergency Contacts details are submitted, the employee will be prompted to complete Bank Details.
After completing Bank Details, the employee can submit and continue with Tax Details.
After completing Tax Details, the employee can submit and continue with Super Selection.
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The employee can now choose their own fund by selecting “Choose another fund”
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If the employee chooses the “Default Fund” option, the company super fund will show.
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Note:
a.) Before completing the onboarding process, the onboarding employee does not have access to other Direct Access pages.
b). The employee can choose to quit the session and continue with the process another time. All the details the employee has submitted will be prepopulated next time.
c). Field validations are available throughout the onboarding process, e.g. mobile number, bank account number. Field validations on the onboarding wizard are managed by Flare.
Finish
After completing all details outlined in Employee Onboarding, the employee will be able to check and confirm all the details.
When the onboarding employee clicks on “Complete Onboarding”, all the employee details will be saved into DataPay. A Draft employee will be created and linked to the onboarding user account.
The employee will be automatically redirected to the Direct Access Home page. Basic Direct Access navigations will be available for the employee. At this point, Direct Access Leave or Timesheet pages are not available to the employee.
Personal Details
After onboarding is completed, the employee can view and update Personal or Emergency Details via Employee Direct Access → Personal Details page. Personal Details, Bank Details and Emergency Contacts entered during the onboarding process can be viewed on this page.
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The employee will have access to the Superannuation Standard Choice Form from the Personal Details page. Click on the attachment icon to access the attachment view.
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Note:
a). Personal Details → Document Self View access needs to be turned on for onboarding employees to access the Super Choice form.
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Configure onboarding options for the company
How to setup Default Super Fund
Login as a user with Onboarding Administrator role to Direct Access.
Navigate to Admin Direct Access → Company Options page.
Search for a super fund to be Company Default Super Fund
Benefits Management
Search for a user to be Benefits Account Owner. The user needs to be an Onboarding Administrator in order to be selected as a Benefits Account Owner.
Click on Save to apply the changes.
NOTE:
If the company does not have Benefits module turned on, Benefits Account Owner field will not show on Company Options page.
There is one Company Default Super Fund
Only one Benefits Account Owner per company.