Who can use this page: HR Officers, HR Managers and Accountants work here day to day; Reviewers and Approvers act on onboardings awaiting them; Viewers see the lists without pay details. Find it under People → Employees & Onboarding.
How an employee joins
Every employee record is created the same way — through an onboarding that is reviewed and approved. There is no side door, which is the point: someone checks the details before a record (and a sign-in) exists.
Invite. Click Invite employee, enter their email and optionally name, position, start date and branch, then Send onboarding link. There is no limit on how many employees you can onboard on any plan (see Subscription & Billing).
The person fills in the form. They get an emailed link to a private form — no account needed. It asks for:
- a photo of themselves (optional, unless you require it — see below);
- personal details: name, date of birth, sex, civil status, nationality, residency status;
- contact & address and an emergency contact;
- their salary account — bank or e-wallet, account name and number — and, optionally, a picture of their "receive money" QR code (InstaPay/QR Ph, GCash, PayNow…) so you can pay them by scanning it;
- government IDs for the work country (for the Philippines: TIN, SSS, PhilHealth and Pag-IBIG numbers);
- anything you've added under Settings → Onboarding Form;
- supporting documents — ID scans, signed forms — tagged by type (PDF, image or Word, up to 10 MB each).
They can save a draft and come back on the same link. Submitting locks the form and voids the link. The form checks every answer on the server — dates must be real dates, choices must be from the list — so bad data can't slip in.
Set pay details. In the onboarding's Employment details panel, HR sets the pay basis (monthly, daily or hourly), base rate, currency, pay group, work schedule and work country — and ticks which statutory contributions and taxes apply. You can do this when you invite, or any time before approval.
Review. An HR Manager or Reviewer opens the onboarding from the Onboardings tab, checks the answers, photo and documents, and marks it reviewed — or returns it for correction with a comment, which emails the person a fresh link showing what to fix.
Approve. An Approver or the Accountant gives final approval. Approval is blocked until a pay basis and a rate above zero are set. Only then is the employee record created — with their photo, salary account, documents, and a statutory registration for each ticked scheme carrying the matching government ID number — along with their sign-in: a set-password email goes to the invited address.
The person who sent the invite can never review or approve that same onboarding — the usual two-person rule.
The sign-in email
The email you invite is the email they sign in with. It's shown read-only on their form, becomes their login on approval, and the employee can never change it themselves. If it's wrong before approval, cancel the onboarding and invite the right address. After approval, only an HR role or the Accountant can change it, from the employee's record (Change email), and the action always asks for your authenticator code. Both the old and new addresses are notified, and the employee re-verifies by email code at their next sign-in.
Resending and cancelling
While an onboarding is still with the person (invited or returned), you can Resend link — the old link stops working — or Cancel onboarding. Links expire after 7 days on their own. Cancelling also deletes the photo, QR code and documents uploaded so far.
Any onboarding — at any stage, including approved and cancelled ones — opens from the eye icon on its row. Approved ones have an Open employee button.
Filling the form for someone
No email access, or hiring on paper? Click Add manually, enter their sign-in email (and optionally name, position, start date, branch), then Continue to the form. No link is emailed — you fill in the same form yourself, add their photo, QR code and documents, set the pay details, and Submit for review. It still goes through review and approval like every other onboarding; if a reviewer returns it, it comes back to HR (not to the person). You can also Edit form on any invited or returned onboarding, or use Send link on a manual entry to hand it to the person after all.
Who sees what
Everything on the form — and the photo, QR code and documents — is stored encrypted. Plain viewers see only the lists. Reviewers and approvers see the answers, with account numbers and government IDs masked to the last four characters (••••7890); HR with employees.manage sees them in full. Every view of a salary QR code is recorded in the audit log.
Requiring a photo
Under Settings → Onboarding Form, turn on Require a photo to stop forms being submitted without one.
Terminating an employee
Open the employee and click Terminate with the termination date. Their sign-in is suspended and their records stay readable for history and year-end reporting. Reactivate restores their sign-in.
Common mix-ups
- "Do employees count against our plan?" No — payroll is unlimited on every plan. An employee-only sign-in doesn't use a user seat either; only team members with a working role do.
- "I sent the invite but can't approve it." Correct — you prepared it. Someone else must review it, and a third person approve it (the reviewer can't also approve).
- "The employee says their link doesn't work." It was used, replaced, or expired — resend a fresh one.