Setting up employee profiles
Employee profiles allow you to speed up your onboarding processes, by automatically filling out payroll settings for new employees. You select an employee profile when sending the onboarding email from MYOB Advanced Workforce Management. When the onboarding process is complete, settings from the employee profile settings are automatically applied in MYOB Advanced Payroll, including standard pays, employment settings, and the definition of a week for New Zealand leave calculations
Your first employee profile is created when the integration with Advanced Workforce Management is first set up. This page explains how to create more employee profiles, as well as the standard pay templates used to populate pay items, quantities, and amounts.
Enabling employee profiles To get this feature turned on, talk to your MYOB Advanced Payroll support person.
Your Advanced Payroll version must be at least 2022.2.2 or higher with the Employee Profiles feature enabled under Enable/Disable features.
Standard pay templates automatically fill out the standard pay for new employees onboarded using the linked employee profile. A standard pay template is linked to pay groups within an employee profile – one template may work for multiple pay groups and profiles, or you may need to create one for each group/profile combination.
Example You employee sales staff at different locations, all paid weekly. They have the same standard pay, but different branches. For this situation you would need multiple employee profiles, but only one standard pay template.
Some table columns are editable, such as Quantity and Custom Rate, so you can set up the typical pay for this group of employees. Others, such as the Unit Type, and Frequency, are pulled through from the pay item for your information.
Go to the Standard Pay Templates form (MPPP2G51).
To start from an existing template, click the Standard Pay Template ID to open it, then click Clipboard and Copy . To start from scratch, click Add New Record.
Click Add Row to add new pay items.
Update the columns to set the standard pay values for new employees.
Select the Active checkbox to make the template available when creating employee profiles.
Once you are happy with your changes, Save the template.
You can now add the template to employee profiles.
Go to the Employee Profiles form (MPPP2420).
To use an existing profile as a template, click the Employee Profile ID to open it, then click the clipboard icon and Copy the Employee profile. To start from scratch, click Add New.
Enter the basic profile details into the General tab, including the Employee Class, Department, and Calendar.
NZ only The ACC Levy Exempt field is read-only. For it to be populated, you must have set up a 0-rated ACC levy code on the ACC rates screen (MPPP3011).
Go to the Pay Groups tab, and click the plus icon to add the relevant pay groups.
Select a Standard Pay Template ID for each pay group.
This is used to automatically fill out the standard pay for new employees onboarded with this profile.Select a Calendar ID for each pay group.
Enter all the appropriate settings into the Employment tab.
These fields are used to populate new employees' Pay Details when they are onboarded, and differ between NZ and Australia.
See the form reference page in in-product help for detailed information on each field.
Select the Active checkbox to make the profile available to select in MYOB Advanced Workforce Management when onboarding new employees, and Default to use this profile when none is selected when the onboarding invitation is sent.
Save the employee profile. It appears in the list on the Employee Profiles screen.
On The Employee Onboarding Detail form (MPATGI01), you can see which employee profiles were applied to employees by checking the Employee Profile ID and Employee Profile Description columns.
If an employee's profile isn't the best fit for them, you can change their profile. This updates all of the employee's payroll settings, except for information that's unique to them – for example, pay rates for KiwiSaver or superannuation.
An issue can occur if an employee's branch changes when you apply an employee profile to them. For details on how to fix them, see Error: "'Country' cannot be empty" when applying employee profile.
Go to the Pay Details form (MPPP2310).
On the form toolbar, click the three dots (...) and choose Apply Employee Profile.
In the Apply Employee Profile window, complete the Employee Profile field and click OK.
On the form toolbar, click the Save icon.