A well-organised business starts with effective employee management. This guide will show you how to create, update, remove, and manage employees in the system.
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Employee Listing
The Employee Listing page provides a comprehensive view of all employees within your client. The following columns are displayed to help you easily access and manage employee information:
Employee Name – The first name of the employee.
Employee Surname – The last name of the employee.
Employee Number – A unique identifier assigned to the employee.
Department – The department the employee belongs to.
Start Date – Employee Start Date.
Status – The current employment status (e.g., Active, Inactive).
Actions – Available options for managing the employee record (e.g., Edit, Time Capture, Leave Employee).
You can navigate back to the client list by selecting the back icon 
beside the employee dashboard.
Creating a New Employee
To create a new employee, please follow the steps below:
Navigate to the "Dashboard" by clicking on the logo.
On the "Manage Clients" list, then click on the "People" icon to go to the employee dashboard.
Click the "Create" button and follow the instructions in this article (Creating an Employee: A Step-by-Step Walkthrough) to complete the setup.
Editing Employee Details
To update an employee's details, please follow the steps below:
Navigate to the "Dashboard" by clicking on the logo.
On the "Manage Clients" list, then click on the "People" icon
to go to the employee dashboard.Locate the employee you wish to update and click the Edit icon in the corresponding row. This will open the employee details page.
There will be a green tick box for the sections you have already completed
Enabling Employee Portal Login and Sharing Payslips
In this section, you’ll learn how to activate employee portal logins and provide access to their payslips.
Employee Mobile App
In this section, you’ll learn how employees can access the Employee Portal Mobile App and explore the key features available, including viewing payslips, reports, and personal profile details.
Explore Employee Portal Login
Here, we’ll go over the key sections of the portal and highlight the information and features available to employees.
Marking an Employee as a Leaver
This guide explains how to correctly process an employee who is leaving your organisation, including how to update their status as a leaver in the system.
There are two scenarios when an employee should be marked as a leaver:
Leaver with pay processed in the current (open) payroll period
Leaver without pay processed in the current (open) payroll period
1. Leaver Process (with pay in the open period)
If the employee will receive pay in the current payroll period, follow the steps below:
Mark the employee as a leaver before running payroll (the payroll should be in completed status) for the relevant period.
For example, if an employee is leaving during the current week, mark them as a leaver after completing last week’s payroll but before processing this week’s payroll.
Run payroll as normal.
Once the payroll is approved, the system will automatically update the employee’s status to Leaver.HMRC Notification:
The employee’s leave date will be included in the Full Payment Submission (FPS), indicating to HMRC that this is a leaver FPS.P45 Distribution:
Once the payroll is closed, you can download or email the employee’s P45.
Note: Payroll should be in Completed status before you mark the worker as a leaver.
2. Leaver Process (without pay in the open period)
If the employee has previously been included in payroll but will not receive any pay in the current open period:
Simply mark the employee as a leaver.
In the Leaver screen, select the appropriate option to indicate that the employee left in a previous period.
Submit the FPS (and send P45, if applicable).
How to Mark an Employee as a Leaver
You can update an employee’s leaver status either from the Employee Dashboard or directly from their Employee Record.
From the Employee Dashboard
Go to the Dashboard by clicking the company logo in the top-left corner.
Under Manage Clients, click the People icon (👤) to open the Employee Dashboard.
Locate the employee (active employees are shown with a green dot next to their name).
Click the Block icon (🚫) next to their name.
Depending on the employee’s payroll status, two options may appear:
If the employee has not been included in payroll before:
Select the Leave Date.
If applicable, check Mark as deceased.
Click Leave to confirm, then Proceed in the confirmation pop-up.
If the employee has been included in previous payrolls and will not receive pay this period:
Check "This person left in a previous period and will not receive payment this period. Send P45 and/or FPS now" option.
Choose whether to:
Send FPS only, or
Send FPS & P45 to also email the P45 to the employee.
Click Yes to proceed or No to cancel.
From the Employee Record
Alternatively, open the employee’s individual record and click the Leaver button to update their status directly.
Reversing a leaver
In some cases, you may need to reinstate an employee who was previously marked as a leaver. This might happen if you incorrectly recorded them as a leaver or if further payments need to be made after the leave date was set. To resolve this, you can easily reverse their leaver status.
How to Reactivate an Employee
Go to the Dashboard by clicking the logo in the top-left corner.
Under "Manage Clients," select the People icon (
) to access the employee dashboard.Use the filter icon to set the employee status to Leaver.
Locate the employee you want to reactivate (leavers are marked with a red dot next to their name).
In the action column, click the Remove Leave Date icon.
In the Leave Employee slider, click the Remove Leave Date button.
Confirm the change by clicking Proceed in the pop-up box.
Once completed, the employee’s status will update from Leaver to Active, and they will be reinstated in the system.
Remove Employees
You can remove an employee from the Employee Dashboard screen. To do this, please follow the steps below
Navigate to the "Dashboard" by clicking on the logo.
On the "Manage Clients" list, then click on the "People" icon
to go to the employee dashboard.Locate the employee you wish to update and click the Edit icon in the corresponding row. This will open the employee details page.
Click "Remove", then confirm your action by selecting "Yes" when the confirmation pop-up appears.
Note: The "Remove" option will only be available if the employee has no year-to-date (YTD) values. Before running payroll, you can remove the YTDs and remove an employee.
Accessing the Employee Dashboard
There are several ways to navigate to the Employee Dashboard from the Manage Clients section:
Via the People Icon
Locate the desired client and click the People icon to go directly to the Employee Dashboard.
Via the Edit Client Option
Locate the client and click Edit. On the client details page, select the Employee Dashboard button.
Via the Client Details
Locate the client and click Edit to open the client details. Then, select the Employees tab at the top of the page.
Downloading and Emailing Payslips
You can download and send employee payslips either in bulk or individually, depending on your needs. Follow the steps below:
To Download and Send Bulk Payslips
Navigate to the Employee Dashboard.
Click on Payroll > Payroll History tab.
In the Reports section, locate the Payslips area.
Click Download to download all payslips in bulk.
To email payslips to all employees, click Send Payslips.
To Download and Send Individual Payslips
Go to the Employee Dashboard.
Locate the relevant employee, then click Edit.
In the employee's profile, go to the Payslips tab and click on More.
Select the appropriate Tax Year to display the list of available payslips.
Click the Download icon to save a payslip locally.
Click the Email icon to send the payslip directly to the employee.
Downloading and Emailing P60s
To download or email P60 forms for employees, please follow the steps below:
Navigate to the "Dashboard" by clicking on the logo.
In the "Manage Clients" section, locate the client and click the People icon. This will take you to the employee dashboard.
Locate the employee whose P60 you wish to access and click the Edit icon.
Scroll to the Documents section within the employee's details and click More to view additional report options.
A slider will appear—use this to select the appropriate tax year for the P60 you need.
To download the P60, click on the Download P60 button.
To email the P60 directly to the employee, click on the Email P60 button.
Downloading and Emailing P45s
To email P45 forms to employees, please follow the steps below:
Navigate to the Employee Dashboard.
Go to Payroll -> Payroll History or Payroll -> Current Period (once the payroll has been approved). P45s can be sent to employees either after the payroll has been approved or once the payroll run is complete.
In the Reports section, locate the P45 area.
Click Send P45s to email the forms to the relevant employees.
Sending and Downloading Individual P45s
You can also email P45s individually from the employee record after the payroll has been closed:
Navigate to the Employee Dashboard.
Click the filter icon
and change the status to Leaver (the employee’s status would have automatically updated to “Leaver” once the payroll is approved).
Click Edit on the employee record.
In the Documents section, click the More option.
In the slider, select the appropriate Tax Year.
From here, you can choose to Download or Email the P45 to the employee.
Employee Filters
Navigate to the "Dashboard" by clicking on the logo.
In the "Manage Clients" section, locate the client and click the People icon. This will take you to the employee dashboard.
Click on the "Filter" icon
to expand the view below. Click the filter icon again to collapse the filter section.
Filtering Options
Employee Name/Surname/Number: In this box, you can enter either the employee's first name or surname or employee number. You can manually type or click the down arrow to select from the available list. To clear the entered text, click the "X" icon.
Department: If a department has been assigned to the employee, you can use this field to filter employees by their associated department.
Start Date: Select the employee’s employment start date to filter records based on when they joined the company.
Status: Choose the desired status from the dropdown menu. The available options are Active and Leaver.
After filling in the fields, click Search to filter the list of clients. To remove all entered filters and start fresh, click Reset.
Grid Settings
You can customise the columns displayed on the Employee Listing page to suit your preferences.
Click on the Grid Settings icon located in the top-left corner of the listing box.
Select or deselect the checkboxes next to the columns you want to show or hide.
Click Apply to save your changes.
Note: These changes remain active until you leave the page.
Pagination
The pagination controls at the bottom of the grid allow you to navigate through multiple pages of records efficiently.
Pagination Options (From Left to Right)
Go to the First Page: Click this option to navigate to the first page of the list.
Go to the Previous Page: Move back to the previous page.
Page Number: Enter a specific page number to jump directly to that page.
Go to the Next Page: Move forward to the next page.
Go to the Last Page: Click this option to navigate to the last page of the list.
Items Per Page: Adjust the number of records displayed per page. You can select from 10, 25, 50, or 100 items per page.
Additionally, on the right side, you will find a record count displaying the total number of records and the number of records currently visible on the page.
Switching Clients
To switch between clients:
Manually type the client’s name or select from the dropdown list.
You will be redirected to the Employee Dashboard of the selected client.
Viewing Current Client Information
To view or update a client's information, follow these steps:
From the Client List:
Click the Info icon (ℹ) next to the client’s name.
This will take you to the Client Information Page, where you can review or edit their details.
From an Employee Record:
Click the "Go to Client View" button to navigate directly to the associated client’s details.
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