There are four ways to add new employees to PayFit:
Bulk upload your new employees using an import template. To do this, from the left, choose Imports, then More imports. Under the Employment section, click Import new employees.
Add new employees directly to PayFit.
Rehiring former employees
Adding employees directly to PayFit
There are two ways to add employees directly to PayFit. You can invite the employee to complete their personal information, or you can enter all the employee's information manually.
Invite an employee to complete their details
Tip: Using this option requires less time by the admin and also reduces the risk of errors.
This option sends an email to your new hires so they can complete their personal information. Once they've completed their personal information, you can finalise their contract details and add their previous payroll information (such as a P45 or Starter Checklist) to assign the correct tax code.
To do this:
From the left, choose My employees.
In the top-right, click Add an employee.
Choose the option Send an invitation
Add the employee's email address, forename, and surname.
Click Validate.
Your employee(s) will receive an email asking them to complete their personal information. Once they're done, you'll be notified so you can finalise their information.
The email address you enter will be used as the login email to the employee's personal space on PayFit.
Manually add an employee
Before you start, we suggest you gather the employee's contract information and a starter form; a P45, or Starter Checklist.
Then, to add the employee details manually:
From the left, choose My employees.
In the top-right, click Add an employee.
Choose the Add an employee option.
From here, you'll be asked to complete your employee's details manually, but can use the contract pre-fill option for contract only.
Step 1: Add employee information
Personal information: Name, gender, and date of birth.
Contact details: Home address, email address, and how the employee should receive their payslips.
Bank account details: Account name, number, and sort code.
Step 2: Add employment contract information if not pre-filled
General information: contract type, start date, work schedule, payroll number, department, etc.
Leaves: Annual leave and OSP entitlements.
Salary: Method of payment and salary information.
Pension: Choose which pension to add the employee to, if at all.
Step 3: Add previous employment information
HMRC information: National insurance number, starter form, and student loan repayment plan, if applicable.
Note: If the employee doesn't have a recent P45, they must complete a Starter Checklist from HMRC's website. Without a P45 or a starter checklist, the employee will be taxed on an emergency basis (a 0T M1 tax code).
Step 4: Adding HR / Expenses modules
If your PayFit package includes the HR or Expenses modules, here you can choose if the employee can log leaves or expenses via their employee space.
Rehiring former employees
If you are rehiring a former employee whose profile was previously entered in PayFit, you can easily rehire them. To do so, you should go to My employees page and click on the Add an employee. From the drop-down, choose the Rehire an employee option. This allows you to add a new contract with an existing employee or one who has previously worked for your company.
Full guide on the rehiring process here.
FAQs
Why can't my employees use their email invite?
If an employee is unable to access their email invite for PayFit, you should check that:
They're using Google Chrome (the supported browser to run PayFit).
They've cleared their cache.
They're following the link in the email rather than trying to log into PayFit directly.
If all of the above have been confirmed, please reach out to a member of our team via the Contact Us form.
When can my employee access their PayFit account?
The employee can be sent an invitation once their contract information has been finalised by the admin, and their status is no longer 'in progress'. You can choose to send these invites automatically to every new employee, or you can send them individually.
To set up automatic invites:
From the left, choose Access & Emails, then Employees Access.
Under the Employees section, click Settings.
Toggle on the Automatically invite every new employee option, then click Confirm.
To send an individual invite:
From the left, choose Access & Emails, then Employees Access.
Under the Employees section, next to the employee's name, click the Actions (...) button.
Click Send an invitation email.
Otherwise, if the employee isn't sent an invite, they'll receive one with their first payslip email notification.