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Employee Self-onboarding

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In this article

Background
Employee self onboarding is a huge timesaver for employers and payroll admins by reducing paperwork and transcription errors.

How to Invite an Employee to Self-Onboard

  1. Go to Payroll > Employees > Add Employee
  2. Choose Employee Self-Onboarding Method
  3. Fill out Basic Employee Details. See our help article, “How to add an New Employee,” for field level help.
    • Employee Name
    • Job details (hire date, position, location, time zone, work-from-home)
    • Pay schedule, pay type, and pay rate
    • EEO classification (Patriot HR)
    • Email address
    • Update employee email message (optional)
  4. Click “Save & Send Invitation”

Information the Employee Will Complete in Self-onboarding

  • Personal details
  • Contact information
  • Emergency contact info (Patriot HR)
  • Federal W-4 Form
  • Direct deposit (optional)
  • Demographic information – Gender, Race, Veteran status (Patriot HR)
  • Electronic W-2 Consent

The admin on the account will receive up to 4 emails as the employee moves through the onboarding process: W-4 federal withholding, Electronic W-2 consent, direct deposit added, and onboarding complete.

Information the Employer Still Needs to Complete

  • State and local tax configuration (if applicable)
  • Time card entry type (if using Time and Attendance software)
  • Deductions and Contributions (if applicable)

How to View Self-Onboarding Progress

To view the progress of self-onboarding employees:

  1. Go to Payroll > Employees > Employee List
    • Toggle “Show Inactive” to view all employee statuses.
      • Employees will have a “Self-onboarding” status (not “Active.”)
  2. The self-onboarding status will be shown in the Portal Registration column under the Portal registration status (portal status will read “Complete”). The onboarding statuses are:
    • Invited – Employee hasn’t started
    • In Progress – Employee started but hasn’t finished
    • Completed – Employee submitted onboarding

How to Take Over Onboarding

If the employee hasn’t finished onboarding and you want to move forward:

  1. Click the employee’s name
  2. Choose the tab of information you want to add/edit. Be aware of changes that disable self-onboarding for the employee.
    • Adding or editing any information on the Employee Info tab will disable self-onboarding for the employee.
    • Adding or editing federal, state and local tax information will not disable self-onboarding for the employee.
      • The employee will still be able to update federal information in the portal
    • Adding direct deposit info will not disable self-onboarding for the employee.
      • The employee will still be able to update direct deposit information in the portal.

Frequently asked Questions about Employee Self-Onboarding

Yes. Go to the employee profile > Portal tab

Click “Resend invite.”

Yes. All sections of the employee profile can be updated at any time.

Employees can change their:

  • address –as long as it is the same state
  • direct deposit info
  • emergency contact information (if you have Patriot HR)
  • race, veteran status (if you have Patriot HR)
  • phone
  • email
  • birth date

Employee cannot change:

  • Social Security Number after it has been entered after onboarding.
  • change an address to a different st

Sign up now and take part in shaping the future of employee onboarding!

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