Workflows in PayHero can be assigned to your employees for them to complete and submit for your approval. These can be used to engage with your employees in a number of different ways:
- Invite new employees to complete their own tax and personal details, reducing data entry
- Provide videos or links for employees to view
- Set tasks for employees to confirm they have completed
- Facilitate document uploads and downloads
- Ask custom questions
- Add a Workflow to all existing employees - ideal for managing any company-wide workflows such as policy updates or employee surveys
You can manage Workflows via People > Workflows in PayHero. Jump to the sections below to learn more:
- Adding Workflows to Employees - Options for setting up your employees to complete workflows
- Workflow Templates - Creating and editing your workflow templates
- Pending Workflows - Manage and approve workflows that are pending completion
- Complete Workflows - View and manage workflows that have been completed and approved
Adding Workflows to Employees
There are a few ways you can add workflows to your employees in PayHero, depending on the nature of the workflow.
Self Setup Onboarding - You can invite a new employee in to complete their own details by heading to People > Employees and selecting the Self Setup option to add a new employee. Learn more here: Self Setup & Onboarding
Add to Individual - To add a workflow to a single existing employee, head to People > Employees and click into the employee record. Under the employee's Workflows tab, click the green + and select the template you wish to add to the employee.
Once applied and saved, the employee will be prompted to complete the workflow the next time they log in. Make sure they've been invited to log in, as seen here: Inviting Employees to use PayHero
Add to All Employees - If you have a new template you wish to add to all employees at once, head to the People > Workflows > Templates tab and select the three dots on the applicable template. Then click Add to all employees.
Click Confirm in the confirmation prompt that appears and the template will be added to all of your employees, ready for them to complete the next time they log into PayHero. You can see what workflows will look like for employees here: Get Started - Workflows for Employees
Make sure all employees who need to complete the workflow have been invited to log in, as seen here: Inviting Employees to use PayHero
Workflow Templates
You can view and edit workflow templates in PayHero via the People > Workflows > Templates tab.
When creating or editing a workflow, you'll need to complete the following details:
Template Name - A unique name for the template which will help you identify which template is which.
Welcome Message - A brief welcome message for the employee. This will be displayed beneath a banner which reads 'Welcome to [Company name]' and can be used to give the employee a little more context for what the workflow is for and/or to guide them on what to do.
Steps - Add the relevant steps you want your employee(s) to complete. More information on the different step types available can be found below.
Completion Message - A brief message presented upon the conclusion of the workflow. This will be displayed beneath a banner which reads 'Nice Work!'. We recommend reminding the employee to click Submit and letting them know any further steps you require of them.
Completion Required - Check this box if employees must complete and submit the workflow before they can proceed to the portal/mobile app.
Click the + button to add steps to your workflow and select the type of step you'd like to add.
All steps you add will have two fields in common:
Description - Provide a description of what you want the employee to do at each step, to help guide them through to completion.
Required Step - All steps are required by default, which means they must be completed in full for the employee to submit the work flow. This checkbox should be disabled for any steps which are optional, or which won't apply to all employees.
Click the buttons below to view examples and learn more about adding each type of step to workflow templates:
The IR330 form step provides a PDF copy of the information to help employees select their Tax Code, plus provides four fields for them to complete to reflect the details they would usually fill out on a physical IR330 form. Once the workflow is approved, the answers provided will automatically flow through to the corresponding fields on the employee's record.
If desired, you can also customise the fields that employees will be prompted to fill out. For example, it's common to remove the First Name and Last Name fields, as you will have already entered these when you added the employee.
When the employee completes this step, they will be prompted to download the IR330 Tax Code selection guide and fill out any fields specified.
If you ticked Required Step when setting up the field, they must download the file and complete all provided fields in order to submit the workflow.
The KS2 form step provides the fields employees would usually fill out on a physical KS2 form. Once the workflow is approved, the answers provided will automatically flow through to the corresponding fields on the employee's record.
If desired, you can customise the fields that employees will be prompted to fill out. For example, it's common to remove the First Name and Last Name fields, as you will have already entered these when you added the employee.
When the employee completes this step, they will be prompted to fill out any fields specified.
If you ticked Required Step when setting up the field, they must complete all provided fields in order to submit the workflow.
Custom forms allow you to build Q&A-style forms for your employees to complete. Click the Add form field button to add fields into your custom form.
There are two different types of fields you can add to a custom form step:
Custom Question - The Add Custom Question option allows you to add completely customised questions that you'd like your employees to complete. These are purely informational and won't affect the data in PayHero, but you can still report on these answers via Insights Reports.
Preset Fields - The other fields listed are preset fields that are found on the employee record in PayHero. Once the workflow is approved, the answers the employee provided for any preset fields will automatically flow through to the corresponding field on the employee's record. These fields allow you to capture payroll information you don't want to have to manually enter as an administrator.
A single form step can contain as many fields as you like, and these can be a mixture of custom or preset fields. However, it can be a good idea to keep each step contained to a particular theme or type of information you wish to gather, to help keep the employee on track.
When the employee completes this step, they will be prompted to fill out any fields specified.
If you ticked Required Step when setting up the field, they must complete all provided fields in order to submit the workflow.
This type of step allows you to supply a document that you'd like the employee to download. For example, this could be the company Health & Safety guidelines. Click the Add File button and you'll be prompted to select the file you wish to upload, then click Save File to confirm the file you selected.
After uploading a document, you can select whether or not the step will require an electronic signature and specify the text they would be agreeing to.
When the employee completes this step, they will be prompted to download the file you provided.
If you selected the Require Signature option, the step will also have a checkbox for the employee to indicate they agree to the a statement of your choice - for example "I confirm I have read and understood the details laid out in the [document name]". Agreeing will then display the employee's name in cursive font (e-signature) along with the date of signing. This meets the e-signature standards as outlined in New Zealand's Contract and Commercial Law Act 2017.
The Require Signature option is perfect for asking an employee to confirm their agreement to terms - for example, you might have the employee confirm they have read, accept and agree to follow the guidelines of the Health & Safety document.
If you ticked Required Step when setting up the field, they must download the document in order to submit the workflow.
This type of step lets you ask the employee to upload a file. For example, you may request that they upload a copy of signed employment documents or a copy of their visa details.
When the employee completes this step, they will be prompted to choose a document to upload.
If you ticked Required Step when setting up the field, they must upload a file at this step in order to submit the workflow.
The KS3 step provides the employee with a copy of the KS3 KiwiSaver factsheet, which employers need to provide to new employees.
When the employee completes this step, they will be prompted to download the KS3 document.
If you selected the Require Signature option, the step will also have a checkbox for the employee to indicate they agree to a statement of your choice - for example, "I confirm I have read and understood the Introduction to KiwiSaver information". Agreeing will then display the employee's name in cursive font (e-signature) along with the date of signing. This meets the e-signature standards as outlined in New Zealand's Contract and Commercial Law Act 2017.
If you ticked Required Step when setting up the field, they must download the file in order to submit the workflow.
A link step allows you to specify a link that the employee needs to follow. This can be any kind of URL, including local network addresses if the employee will be completing their onboarding on the local network. A good example can be sending employees to PayHero's employee articles, found here.
Simply type or paste in the link you want the employee to view and click Add Link.
When the employee completes this step, they will be prompted to click on the provided link.
If you ticked Required Step when setting up the field, they must click the link in order to submit the workflow.
The Task step provides a text field where you can specify a task the employee should complete and confirm they have done. These are a free text description of a task, so can encompass any type of task you like.
When the employee completes this step, they will then have a tick box they can tick to confirm they have completed the task.
If you ticked Required Step when setting up the field, they must tick the box in order to submit the workflow.
This step type lets you paste a link to a YouTube or Vimeo video and the chosen video will be added to the workflow for the employee to watch. This is ideal for any training or induction videos your organisation has hosted on YouTube or Vimeo.
When the employee completes this step, they will be prompted to watch the video in an embedded media player.
If you ticked Required Step when setting up the field, they must have pressed play on the video in order to submit the workflow.
If you no longer require a workflow template, you can select Delete Template from the bottom of the template.
Deleting a template won't delete any Pending or Complete copies of this workflow which were already assigned to employees - these can be removed via the Pending and Complete tabs if desired.
Pending Workflows
All pending workflows can be found via People > Workflows > Pending. You can search by employee or template name in the top right to filter the results and click the column headings to sort the page by Employee, Template or Status.
The statuses found here are:
Approval Required - The employee has completed and submitted the workflow for approval, so the workflow is now awaiting approval by an administrator. You'll also see a notification on your Dashboard when an employee has submitted a workflow.
Pending Employee Submission - The employee has not yet completed the workflow or hasn't yet clicked Submit on their completed workflow.
Once you click into a workflow, you can review any steps the employee has completed so far, even if the workflow is still in progress.
Click Approve in the top right to complete the workflow. Any preset fields will automatically populate the employee's record, but you can always override these later if the employee made any mistakes.
If you wish to remove the workflow from the employee altogether, click Delete from the bottom right-hand corner. Important: This will completely remove the workflow responses the employee has already completed, although they will still be reportable via Insights.
Complete Workflows
Any previously completed workflows which have been approved by an administrator can be found via People > Workflows > Complete. You can search by employee or template name in the top right to filter the results and click the column headings to sort the page by Employee or Template.
You can click into a completed workflow to review the submitted answers.
If you wish to remove the workflow from the employee altogether, click Delete from the bottom right-hand corner. Important: This will completely remove the workflow responses for this employee, although they will still be reportable via Insights.
Frequently Asked Questions
If an employee has submitted an incorrectly completed workflow, you have a few options for managing this as an administrator.
If the entire workflow was completed incorrectly, it's best to simply delete their response and apply the same workflow to them again, so that the employee is prompted to complete it again the next time they sign in. It may be a good idea to review the welcome message and step descriptions you've filled out on your template and add any extra context that may help employees complete each step correctly.
If only some of the answers provided are incorrect, go ahead and approve the workflow to save and apply any correct answers. You can then either:
- Manually update any incorrect fields on the employee record directly, if you have the correct information
or - Create a new workflow template which contains only the step(s) the employee made mistakes on. Ensure this workflow has enough context in the welcome message and step description(s) to help them complete the answers correctly, then assign this new workflow to the employee for them to complete the next time they log in.
Yes, you can add the same workflow back onto an employee as needed. This can be helpful for any details you need your employees to complete on a regular basis (e.g. each year), or for having an employee resubmit a workflow if they made a lot of mistakes previously.
Yes, you can use Insights Reports to report on workflow details. The three types of workflow information you can report on are:
- Employee answers to workflow questions, via the 'Employee Workflow Answers' table.
- The dates a particular employee workflow was assigned to the employee, submitted by the employee and approved by an admin, via the 'Employee Workflows' table.
- Audit details of who made changes to workflows (such as who via the 'Audit Log' table.
Learn more about the available fields in each of those tables here: Insights Glossary
If you're viewing a pending workflow and the answers all appear complete but the option to Approve the workflow doesn't appear, that suggests the employee has answered the questions in the workflow but hasn't yet submitted the workflow for approval.
They'll need to log in and click the Submit button on the final step of the Workflow in order to submit their answers for your approval.
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