More than just payroll, OnPay understands the first step to paying employees is to get them onboarded into your company, so they can access their employee portal, complete new-hire documents, set up direct deposit, sign up for employee benefit plans (if offered).
- Create and send personalized offer letters using a single template
- Signing the offer prompts setting up their OnPay login and entering their information
- Automated onboarding tasks streamline the collection and retention of tax forms
In the Workers tab, and click Hire Worker in the upper right.
- The options to add an employee or contractor are a great way to enter the information of a worker who's already employed or contracted by you when you join OnPay. Though, if you're new to OnPay you can always let us enter your workers for you. When adding a worker yourself, you're still able to invite workers to enter their information for you, but you'll need to communicate the terms of their employment in an offer letter outside of OnPay. See how our offer letter template simplifies onboarding→
Click Send an offer letter to get started onboarding a new employee. If you need to, you can update your offer letter template first. Keep in mind, your offer letter template uses smart fields to enter worker-specific details before it sends your offer, so there's no need to edit it before each candidate.
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If you're sending an offer letter for the first time, you'll be prompted create an offer letter template. Click Take Me There to create your offer letter template.
Full instructions: How to create an offer template→
Verify Action
To protect the security of your account, you'll need to verify your identity before hiring workers. To do this, OnPay will send you an email with a link to enter a one-time-use verification code. When you see this pop-up, highlight and copy its verification code, then click the link in the verification email to paste the code.
Enter information
Enter the information for the new employee, including:
- Personal email
- Hire date (first day of employment)
- Name
- Supervisor
Specify their job details, including their pay rate. Some fields have default choices, but most will present options based on how your company account is set up. These are:
- Worksite - Can be added in Company>My Company>Company Worksites
- Pay schedule - Can be added by following these instructions
- Location - Can be added in Payroll>Settings>Loc/Dep/Pos>Locations
- Department - Can be added in Payroll>Settings>Loc/Dep/Pos>Departments
- Position - Can be added in Payroll>Settings>Loc/Dep/Pos>Positions
- Title - Can be added instantly in the "Title" field
- Type - Choose from default
- Amount - Enter the amount
- Per - Choose from default
- Full/Part time - Select one
Select your offer template to apply these details. Need to make multiple offer letter templates for filling different positions? You may be interested in adding HR→
Offer letter template
Add any additional information that this candidate should know, like where to report on their first day, their job duties, or when this offer will expire. This information will be used in the offer letter.
Click Continue when you're ready to review the offer letter.
Review your offer letter
Your offer letter will be a combination of your template, and the information entered in the previous step. In the example below, inserted variables, or smart fields, are underlined in orange. You can have as many templates, with as many smart fields as are needed.
You can edit this letter by clicking Open Editor.
Click Continue when you're ready to create your onboarding packet.
Create an Onboarding Packet
Onboarding packets allow you to add a file checklist and assign tasks to complete file requests for the documents that will be needed to help onboard this new employee. You can assign who is responsible for reviewing these onboarding tasks before they're marked as complete. That way, as soon as your candidate signs the offer, their onboarding workflow begins.
To begin, select your Employee File Checklist, and click Continue.
Need to make multiple File Checklists for onboarding different roles? You may be interested in adding HR→
Your default File Checklist includes Forms W-4 and I-9. Select who you want to review these documents after they've been completed by the new-hire. Click Continue to compose your email template.
Want to add other documents to a File Checklist? You may be interested in adding HR→
Compose email
Your offer letter is ready to go, so now it's time to draft an email template stating that they're being offered this position. Just like the offer template, we've already gotten you started with a template that uses smart fields as placeholders for candidate-specific information. Review this template and make any changes necessary.
When you've finished composing your email, and are ready to send this offer, click Send.
You'll see a final preview of your email, and the offer letter itself, so you can double-check every detail before you click Send.
Your offer letter email will appear as below. It will contain a link the candidate can follow to read and sign the offer.
You'll receive a confirmation email when the offer is delivered, and another one when it is signed and returned.
Onboarding tasks
The new employee will complete their W-4 and I-9 after they log into their portal and enter their information. Once they've signed their I-9, the supervisor selected in the previous step will need to review it and the required upload documentation listed on the form.
From their dashboard, the supervisor can click Complete I-9 to get started.
The new employee's identification can be uploaded and stored in OnPay, with lifetime access.
You can use File Audit to track the progress of this and all other onboarding tasks.
Wish you could also track other documents, like licenses and certifications, NDAs, forms, acknowledgements, and more? You may be interested in adding HR→