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Advanced Employee Onboarding Implementation Guide

This guide is about the initial setup of MYOB Advanced Employee Onboarding. It is aimed at consultants from MYOB and MYOB Advanced partners.

Advanced Employee Onboarding is available to Advanced Payroll customers at no additional subscription cost. Customers don't need to sign up for it separately, as the revised Advanced Payroll terms and conditions also cover Advanced Employee Onboarding.

Criteria To use MYOB Advanced Employee Onboarding, companies must fit the following criteria:

  • Using MYOB Advanced Payroll version 2022.1.2 or greater

  • Not already using MYOB Advanced Workforce Management

Requesting an Advanced Employee Onboarding company

Consultants must create a support ticket to request a dedicated Advanced Employee Onboarding company for a customer.

Create a support ticket to request a company

Create a support ticket with the following details:

  • Class ID – AP (Advanced People)

  • Subject – Set up AEO company

  • Area – WFM

  • Subarea – AEO

  • Body – Please provision a new AEO company and give access to the following consultant(s):

      • First name

      • Last name

      • Email address

After submitting the ticket, you'll be notified when the support ticket is complete. The nominated consultants will receive their access details through email.

Can I set up multiple WFM companies to connect to an Advanced Payroll tenant?

Yes, multiple WFM companies can be set up to integrate with a single Advanced Payroll tenant. The WFM company jurisdiction should match the Advanced tenant jurisdiction.

MYOB Advanced Payroll setup

These instructions are for MYOB Advanced Payroll versions 2022.2.1 onward.

Enable the Advanced Employee Onboarding feature
  1. Go to the Enable/Disable Features (SM201530) screen

  2. On the form toolbar, click Modify.

  3. Select the Advanced Employee Onboarding checkbox.

  4. On the form toolbar, click Enable.

Create a connection
  1. Go to the Payroll Preferences (MPPP1100) screen.

  2. Click the Workforce Management tab.

  3. In the Create Connection section, click Create.
    This creates a new user with a login name and email of <tenant> This user is automatically assigned to the dedicated WFM API user licence. You don't need to assign them any other API licence.

    You can click Test to check the connection.
  4. If branch restrictions are set up:

    1. Assign a default branch to the <tenant> user

    2. Give the WFM API user access to create employee records in all branches.

Get the integration API key

You'll need to use the integration key in a later step when setting up Advanced Employee Onboarding.

  1. Go to the Payroll Preferences (MPPP1100) screen.

  2. Click the Workforce Management tab.

  3. In the Retrieve Connection Details section, click Retrieve Integration Key.

  4. Copy the key shown in the pop-up window.

(Optional) Enable employee profiles

When you finish implementing Advanced Employee Onboarding, your customer will need to set up their company's onboarding defaults. There are two ways they can do this,

The simpler way is to use the Employee Onboarding Preferences screen (MPAT10100), where customers can select a default branch, calendar, etc.

If your customer needs more flexibility and options for their defaults, you can enable the employee profiles feature.

To enable employee profiles

  1. Go to the Enable/Disable Features (SM201530) screen

  2. On the form toolbar, click Modify.

  3. Select the Employee Profiles checkbox.

  4. On the form toolbar, click Enable.

MYOB Advanced Employee Onboarding setup

After setting MYOB Advanced Payroll, you need to set up your customer's Advanced Employee Onboarding company.

Access your customer's Advanced Employee Onboarding site
  1. Log in to MYOB Advanced Workforce Management.

  2. In the top-right corner, click the dropdown and choose Change Business. This shows you a list of accounts you have access to.

    Don't see Change Business? In a new web browser tab, log in to the appropriate environment, then try step 2 again.

  3. From the list, click the name of your customer's Advanced Employee Onboarding company.

Add the API key to connect with Advanced Payroll
  1. Navigate to Management > Settings > Integrations.

  2. Click '+' to create new connection.

  3. Select MYOB from the Type dropdown menu.

  4. Leave the Enabled button ticked.

  5. Click Add New Attribute.

  6. Enter the word apiKey in the Attribute Name field (note: this is case sensitive; your connection will not work if this is not correct).

  7. Paste the API key gathered through the Payroll to Advanced employee onboarding integration steps.

Create an administrator
  1. Navigate to Management > Settings > Manage System Users.

  2. Click Create new system user.

Enable notifications only if the administrator wants to receive all the notifications

The administrator is the highest-level permission in the organization and can create positions and hiring managers.

The Admin Role in an Onboarding-only company has a view of the full WFM product. The user guides will point out the relevant areas needed for Onboarding, keep an eye out in release notes for when the Admin view will be focused down to an Onboarding only view.

Create hiring managers

A hiring manager is someone who sends onboarding invitations and receives notifications when employees have completed their onboarding.

Check with your customer who they'd like to be set up as hiring managers. Many customers start by setting up their payroll administrator as the only hiring manager to keep things simple.

There are two ways to add a hiring manager:

Assign the 'Hiring manager' Permission Group.

Using the employee importer

  1. In MYOB Advanced Payroll, use the export scenario to generate the Excel file with employee information.

  2. Download the file.

  3. In MYOB Advanced Employee Onboarding, go to Management and choose Settings.

  4. On the Settings screen, click IMPORTERS.

  5. On the Importers screen, click EMPLOYEES. The Employee Importer screen opens.

  6. At the bottom right of the screen, click Next.

  7. Upload your Excel file.

  8. Review the employee information.
    Some fields only exist in MYOB Advanced Employee Onboarding, which means information for those fields can’t be exported from MYOB Advanced Payroll. For details on mapping these fields, see Employee importer mapping for Advanced Workforce Management and Advanced Payroll, where the comments column mentions if a field is only for MYOB Advanced Employee Onboarding.

    For the 'Reports To' option you can use the Admin user that was setup.

  9. Save your changes.
    The export file contains visible personal information for the exported employees. It’s important that you’re aware of your obligations for handling sensitive employee information in Australia and New Zealand, and that you have a process for the data transfer that ensures you meet these obligations.

The exporter includes an externalId field. When employees are exported from MYOB Advanced Payroll and imported into MYOB Advanced Employee Onboarding, this field is used to stop the employee from being synchronised back to MYOB Advanced Payroll.

In order for Managers to invite employees to their own team - selecting themselves as 'Reports To' - the manager needs to be added as an employee first, this is because system users cannot be selected in an invitation.

What's next?

Take your customer through how they can get started with Advanced Employee Onboarding. To make the handover easier, you can ask customers to complete the free MYOB Academy course, MYOB Advanced Payroll: Employee onboarding.

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