One of the many great benefits of using PayFit, is the employee space. Your employees can log in to their own secure space where they can:
View their payslips.
Submit leave requests.
Request an expense reimbursement.
Enter their working hours.
View your company's organisational chart.
Managers can also validate or reject the leave and expense requests of their team.
From the Employees access page in PayFit, you can send invitations, edit email addresses and remove access for both existing and former employees.
Tip: To make changes to an employee space for former employees and leavers, from the Access & Emails, then Employees access page, in the top-right, choose All employees (incl. leavers) from the drop-down.
Invite an employee to their employee space
Note: Invitations are valid for 30 days. If the employee doesn't activate their account within 30 days, you'll need to resend an invitation.
To invite an employee to create their employee space for the first time:
From the left, choose Access & emails, then Employees access.
Next to the relevant employee, you'll see the Employee space status is Disabled.
Click the Actions (...) button, then Send an invitation email.
Choose either the Default email address you entered when setting up the employee's personal details, or enter a Custom email address.
Click Send invitation email.
Tip: To automatically invite all new employees to activate their employee space, click Settings, then toggle on the Automatically invite new employees option.
Bulk Invitation Management
To do this:
From the left, choose Access & emails, then Employees access and Bulk Invitations.
Select the type of user you want to include. By default, Pending users are checked, but you can also select Deactivated users. The interface will display how many users match each type.
Review the summary of the total number of invitations that will be sent based on your selection. Select individually if you’d like to manually review and adjust the list. You will see each user’s Full name, Email, and a Status badge (Pending / Deactivated).
By default, all users are selected, but you can manually select or deselect users.
Click Send Invitations when you’re ready. A confirmation message will appear, and statuses will update to Pending once the invitations are sent.
For deactivated users with no email address, a warning box appears, and these users won’t receive invitations. Employees with archived contracts are also excluded from bulk Invitations.
Resend an invitation
If an employee has lost the email inviting them to set up their employee space, you can send them a new invitation. To do this:
From the left, choose Access & emails, then Employees access.
Next to the relevant employee, you'll see the Employee space status is Pending.
Click the Actions (...) button, then Resend an invitation email.
Choose either the Default email address you entered when setting up the employee's personal details, or enter a Custom email address.
Click Send invitation email.
Change an employee's email address
If the employee hasn't yet activated their employee space, you can simply follow the instructions to Resend an invitation above, using the new email address. However, if they have activated their employee space, there are two options.
The employee can log in to their employee space to change their email address. Simply send this Help Centre article to instruct them on how to do this.
You can remove their existing access and send an invitation to create their employee space using the new email address.
To check if an employee has activated their employee space:
From the left, choose Access & emails, then Employees access.
Next to the relevant employee, under the Employee space column, check the status.
If it's Pending, they haven't yet activated their employee space, so you can follow the instructions in the Resend an invitation section above.
If it's Created, they've activated their employee space, so you'll need to follow the instructions below.
To remove an employee's access and invite them again using a new email address:
From the left, choose Access & emails, then Employees access.
Next to the relevant employee, check the Employee space status is Created.
Click the Actions (...) button, then Remove access.
Tick the Confirm removing access checkbox, then click Remove access.
The employee will receive an email notification letting them know that they no longer have access to their PayFit account.
Next to the relevant employee, check the Employee space status is Disabled.
Click the Actions (...) button again, this time choose Send an invitation email.
Choose either the Default email address you entered when setting up the employee's personal details, or enter a Custom email address.
Click Send invitation email.
Close an employee's space
If the employee no longer wants to have access to their employee space, you can remove their access. To do this:
From the left, choose Access & emails, then Employees access.
Next to the relevant employee, you'll see the Employee space status is Created.
Click the Actions (...) button, then Remove access.
Tick the Confirm removing access checkbox, then click Remove access.
The employee will receive an email notification letting them know that they no longer have access to their PayFit account.
Find out more about providing employees with access to their payroll documents, request leaves, or submit expenses.