Employees

Everything in Microkeeper is about your employees: who works where, when they work, how they're paid and what they can see. Each person has one employee profile, and every part of Microkeeper reads from it.

What an employee is in Microkeeper

An employee is anyone with a login to your Microkeeper account: your casual cooks, your restaurant managers, your payroll officer and you, the owner. There are no separate user accounts. A manager is an employee with manager access, and an admin is an employee with payroll and settings access. See Managers and Access.

Each employee logs in with a username that's unique across every Microkeeper business. Their home is the Employee Console, where they see their roster, clock on and off, request leave and read their payslips. See Employee Console.

What connects to an employee

The rest of Core Concepts connects to the employee's profile, and every part of Microkeeper uses those connections:

• Groups: their pay cycle Group decides which pay runs pay them, a Location's Group decides where they can be rostered, and the Groups your pay rules are limited to decide which rules apply to them.
• Cost centres: the Location, Role and Job recorded on every shift they work, so you can see what their hours cost.
• Managers: the managers of their Locations roster them and approve their shifts. See Managers and Access.
• Access: what they can do themselves, from seeing their payslips to running payroll.

Most surprises come from a missing connection. For example, an employee who isn't in their pay cycle's Group is left out of its pay runs, and one who isn't in a Location's Group can't be rostered there.

An employee's journey through Microkeeper

From the day you add them to the day they leave, an employee moves through Microkeeper like this:

1. Added: you add them one at a time, or import your staff. See Add an Employee and Import Staff.
2. Onboards: they log in and enter their own tax file number declaration, bank account and super fund. See Onboarding.
3. Rostered: their manager rosters them at a Location, in a Role. See How Rostering Works.
4. Clocks on and off: their timesheet records the hours they actually work. See Clocking Options.
5. Takes leave: they request leave, a manager approves it, and it shows on their timesheet over their rostered hours. See How Leave Works.
6. Shifts approved: the managers they work for check and approve their shifts. See Approve Timesheets.
7. Paid: each pay run turns their hours into a payslip, lodges it with the ATO through Single Touch Payroll and pays their super. See Run a Pay Run.
8. Leaves the business: you terminate them and finalise them for Single Touch Payroll. See STP Staff Changes.

Steps 3 to 7 repeat every pay period. Throughout, the same profile holds their Groups, Location, Role, pay and access, so changing it changes everything that reads from it.

Find and manage staff on the Employees page

The Employees page lists your staff, and it's where you add staff, send welcome letters and open each employee's profile. Navigate to Menu > Settings > Employees. A manager without Location - All sees only the staff they manage.

1. Find staff: choose a Group, then Active Staff, Paused Staff, Terminated Staff or All Staff. To search, choose what to search by, such as Smart Search, Given Name, Surname, Email Address or Tax File Number (Exact), and type in the Search Box.
2. Staff Added: how many staff started in the last 30 days or start in the next week, and the change from the period before. Click it to open Onboarding Review.
3. Completion: how much of each profile is filled in. Hover over a percentage under 100% to see what's missing, such as an unsigned Tax File Number Declaration, an unverified email or mobile, or missing bank or super details.
4. Edit: opens the employee's profile. See The employee profile.
5. Add Staff: Add Staff Member adds one employee (see Add an Employee). Import Staff via CSV and Import Staff via Xero add many at once (see Import Staff).
6. Welcome Letter: sends staff their login details. Tick staff in the Select All column and choose Send Email to Selected or Send SMS to Selected, or, with Payroll - Full Access, choose Send Email to Everyone to email everyone who hasn't had one. Only staff still on their default password have a tick box. With Settings access, Customise Welcome Letter changes what it says. See Send welcome letters.
7. Export Employees: downloads a CSV file of All Employees, Active Only, Paused Only or Terminated Only, from the Group you've chosen.
8. More Actions: Propagate Data sets one field for many employees at once, such as putting them on a Rate Rule. NFC Keys lists each employee's public key, which identifies them in features such as the calendar feed. With Settings access, Access Control Overview shows every manager's access on one page.

Staff who aren't on their default password have a Reset button instead of a tick box, to give them a new password when they've forgotten theirs. Staff who've verified both their email and mobile reset their own.

Add Staff needs Employees - Add or Employees - Add/Edit, and Export Employees needs Settings.

The employee profile

Navigate to Menu > Settings > Employees and click Edit next to an employee. Their profile is split into sections, and you only see the sections your access allows.

Employees fill in much of this themselves during onboarding. You set what's yours to decide, such as their pay, Groups and access.

Employee status: employed, paused or terminated

Each employee's Active Status, on their profile, is one of:

When an employee leaves, set their Termination Date and Cessation Type as well: Single Touch Payroll needs both. See STP Staff Changes.

Common mistakes with employees

Guides related to employees

• Groups
• Managers and Access
• Add an Employee
• Import Staff
• Onboarding
• Onboarding Review