Available for the following plans: Employment Plus, Employment Unlimited
Available for the following HR payroll classic plans: Premium, Platinum
Available for the following User Access levels: Admin
In the employee file, admin users must set a system access date for onboarding employees. This date (on or before the employee’s official start date) determines when they gain full access to Employment Hero. The system access date is a mandatory field.
Until the system access date is reached, the employee will have limited access. Access is restricted to their own employee file and a few basic features. Full employee access is automatically granted on the system access date.
This article explains how to:
- Set up a system access date from the employee file
- Set up a system access date from onboarding
- Further information
Set up a system access date from the employee file
- Log in to Employment Hero.
- On the left-hand side menu, click on People.
- Click on Employee List.
- Click on the employee for whom you want to set up a system access date.
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Click on the pen icon on the Employee Records tile.
Helpful Hint
For pre-existing employees with no system access date, this field will need to be filled in to update Employment Records.
- Enter the system access date.
- Click on the Save button.
Set up a system access date from onboarding
- Log in to Employment Hero.
- On the left-hand side menu, click on People.
- Click on Employee List.
- Click the Add Employee button.
- Click Onboarding.
- In the Basic Information page, enter the following:
- Personal email.
- First name.
- Last name.
- Click the Continue button.
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In the Employment Details page, enter the following:
Will this employee fill an existing vacant position?
Important
Users on the Classic Platinum and Employment Unlimited plans can choose to fill a vacant position. Doing this removes the vacant position from the Vacant Positions page.
Fill in the remaining fields including Start date and System access date.
- Select if you want to trigger onboarding checklists for the employee.
- Click the Continue button.
- Review Pay Details and click the Finish button.
Further information
The system access date can be set up until the employee's start date.
For example, if the start date is 6 September 2025, you must set the system access date on or before that date.
Explore related content
- How do I manage my organization's new employee requests? This feature allows you to review, approve, or decline new employee requests.
- Setting up onboarding checklists. This feature allows you to manage the steps required to integrate new staff.