Team Basics is free with every OnPay subscription, and while it doesn't offer everything you get when you add HR to your subscription, it does provide essential HR tools to simplify hiring and onboarding employees.
In the Workers tab, click Onboarding to hire workers using a customizable offer letter template, see when candidates have signed their offer, and manage internal onboarding tasks. Click Files to make sure important documents like W-4s and I-9s have been completed, reviewed by management, and kept on-file. Click Milestones to see upcoming work anniversaries and birthdays.
Team Basics includes:
- Hire Worker - Now includes "Send Offer Letter", with the ability to create an offer letter template with smart fields that update based on a candidate's information.
- Employee Offers - Keep up with outstanding offers, and see which ones have been accepted.
- Tasks - Organize and assign administrative tasks related to completing documents and reviewing forms for onboarding employees.
- Documents - Upload and retain completed W-4s and I-9s.
- Document Reviews - Track the internal review of documents that have been completed and returned.
- File Audit - Track the status of W-4 and I-9 File Requests.
- Milestones - Keep up with employee birthdays and work anniversaries.
Onboarding > Hire Worker
In the "Hire Worker" tab, click Send an offer letter to customize your offer letter template, and email offers to candidates. You can also add employees and contractors, to enter their information manually.
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OnPay's Offer Template lets you enter a new employee's information (like their salary, start date, worksite address, and manager's name), and it inserts this information using smart fields in your template, generating a personalized offer letter for each candidate. The template editor includes the formatting styles you need to create professional looking documents. Candidates can accept and sign their offer right in OnPay, to create their profile and kick off the onboarding process.
Want to learn more? Create an offer letter template→
Onboarding > Employee Offers
Sending offer letters using OnPay means candidates can review and sign their offer on their computer or smartphone. It also means you can monitor this progress, and take action as soon as they've accepted the offer.
Onboarding > Tasks
Once an offer has been accepted, the new employee will need to complete and return Forms W-4 and I-9, for you to keep on-file. You can automate this process with File Requests.
With File Requests, you can set up a custom automated process for each document you need. You can add specific instructions for your employee to follow, ask them to complete a document or upload their own, and assign another employee (like a manager or supervisor) to review and confirm the File Request has been completed correctly.
Click Create New File Request to get started.
1) Basics
Name the Request
Give the request a name you can recognize right away. Keep in mind, this File Request will be used again and again to request the same file from every new employee you onboard.
Provide optional instructions
You can also add any instructions you'd like to provide employees for fulfilling this request.
Click Continue to proceed.
2) Create Request
Choose Document Type
Choose the document type by selecting from the list of document labels from your Employee File Checklist. You can add Employee W-4, or Employee I-9.
Click Continue to choose the request type.
Choose Request
You can create a request to either complete a document, or upload a file or image. Selecting "Complete a document" will send them a fillable copy of the document (W-4 or I-9), for them to complete in their OnPay employee portal.
Click Continue to assign an internal reviewer.
Require internal review?
This step may not always be necessary, but it's an easy way to delegate the reviewing of completed forms and documents to another employee, like a manager or supervisor. Choose a person from the list, or select "Do not require", and click Continue to assign this request.
3) Assign
Select which employees should receive this File Request. You can search by name, select a few, or click "Select all" at the top of the list. All employees selected will automatically be notified that they have a new task to complete in OnPay. They can then log into their employee portal to complete this task.
Once you've selected the employee(s) who should receive this request, click Continue.
Viewing completed requests and worker documents
With Team Basics, you can check on the progress of File Requests and their related tasks in the Tasks tab. You can see which tasks have been completed, with timestamps. You can also read and reply to comments about each request.
Click the caret in the top right of any request to see its details, add comments, or view completed forms.
Completed forms (like Employee I-9) are automatically retained in OnPay, and can be downloaded at any time.
You'll also find completed worker documents in Workers>Documents. The Documents tab lets you search for documents by its title, employee name, or by label.
Documents
Once a File Request has been completed, the documents and forms are automatically available in the Documents tab, where they're retained for life. You can search and filter to find, then download, archive, or get information.
File Audit
Use File Audit to quickly see what documents are missing, so you can follow up on uncompleted tasks.
Milestones
Keep up with employee birthdays and work anniversaries.
We'll also remind you of upcoming milestones in the Employees tab.
v7.25