Onboard a new employee
Everything to do for a new starter, in order, from adding them to Shiftly to their first published shift, with a link to the full guide for each step.
Getting a new starter ready takes a few separate jobs in Shiftly: adding them, collecting their details, setting their pay, letting them into the app and rostering them. This page puts those jobs in order and says why each matters. Each step links to the guide with the detail.
Who this is for
Owners and managers using the Shiftly web platform.
Before you start
- You'll need the new starter's name, email address and start date. They sign in to Shiftly Me with that email, so use the one they'll check.
- Know their employment basis (full time, part time or casual) and the award classification or rate they'll be paid at.
- The positions they'll work should already exist at their location. See Set up your positions.
Onboard them
Add them to your team
On People, select Add new employee. You can add them yourself, send them an onboarding request to fill in their own details, or import several people from a spreadsheet. Nothing else can happen until they're on your People page.
See Add staff and invite them to Shiftly Me, or Importing staff from a file for a group.
Collect their tax, bank and super details
An onboarding request emails them a link to fill in their personal details, tax declaration, bank account and super. Their row shows Pending until they finish, then Active. Payroll needs these details before you can pay them.
See Onboarding new staff.
Set their pay rate
Classify them against their award, or set a rate by hand. Until you do, their pay shows $0. For a junior employee, add their date of birth first. Without it, Shiftly classifies them as an adult, which may overpay them.
Choose where and what they can work
On their profile's Tags tab, tick the locations they work at and the positions they can work. This decides where you can roster them, and which open shifts they're offered in Shiftly Me.
Invite them to Shiftly Me
Shiftly Me is where they see their roster, clock on and off, and request leave. Leave Invite this employee to Shiftly Me ticked when you add them. If they missed it, choose Invite to ShiftlyMe from the menu on their row on the People page.
See Add staff and invite them to Shiftly Me. To show them what happens next, share Get set up on Shiftly Me.
Link them to Xero
If you pay through Xero, their timesheets can only be posted once they're linked to an employee in Xero. Select Sync to Xero on their row on the People page, or use Add and onboard into Xero when you add them.
Roster their first shift
Add their first shifts to the roster, then publish. They only see shifts in Shiftly Me once they're published.
If your venue has a Shiftly Kiosk tablet, they'll also need a 6-digit kiosk PIN. They can set it themselves in Shiftly Me, or you can set one on the Access tab of their profile.
If something goes wrong
- They can't sign in to Shiftly Me: see Staff member can't sign in.
- Their first timesheet's pay looks off: see Pay looks wrong on a timesheet.
Related
Set up your business from scratch
The order to set Shiftly up in, from creating your business to publishing your first roster, with a link to the full guide for each step.
Run a pay cycle
Every step from the hours your staff clock to a finished pay run in Xero, in order, with a link to the full guide for each.