Invite an Employee to Onboard

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PayDeck makes onboarding new employees easier by allowing them to complete their information online, reducing manual data entry and helping you get new hires ready for payroll. Simply send an invitation, track their progress, and review their information before activating them.

Before you start

  • You will need the employee's email address and, if sending the invitation by text, their cell phone number.
  • All plans include a default onboarding flow that guides new employees through the standard onboarding process. Clients on the Pro plan or higher can also create custom onboarding flows to tailor the process to their business needs, including additional documents, information, or steps. See Onboarding - Flows to set one up.

Invite an employee

  1. In PayDeck, go to Onboarding › Employees.
  2. Click + Invite Employee.
    Employee Onboarding page with the + Invite Employee button
  3. Fill in the employee's details on the invite form.
  4. Select the onboarding flow you'd like to use. If your plan does not include custom onboarding flows, select the default flow. (Onboarding - Flows)
  5. Submit the form. The employee receives an email invitation with a link to start onboarding.

Other ways to share the invite:

  • Text message – if you entered a cell phone number.
  • Copy Invite Link – copy the onboarding link and send it yourself.
  • Generate QR Code – if the employee is with you, they can scan the code with their phone.

What your employee completes

When the employee opens the link, they see your welcome screen and then complete these steps:

  • Personal information – name, date of birth, address and Social Security number.
  • Direct deposit – bank account and routing number. Routing numbers are checked as they are entered.
  • Tax withholding – federal W-4, plus a state form where the state requires one (see W4 & PayDeck Tax Status).
  • ID verification – a US passport, or a photo ID together with a work eligibility document.

The employee onboarding checklist

If you have set up custom fields, your employee fills those in too (see Onboarding - Custom Fields). Employees can save their progress and come back later. When everything is done, they click Submit to HR and you are notified.

Track onboarding progress

The Onboarding › Employees page shows where each new hire is:

Onboarding dashboard with status cards and employee list
Status What it means
Pending Invite sent. The employee has not finished their steps yet.
Submitted The employee has finished. It is ready for your review.
In Review You are completing your own tasks, such as signing documents.
Ready to Activate All steps on both sides are complete.
Activated The employee is set up in PayDeck and can be paid through payroll.

While an invite is Pending, click ··· on the employee's row to:

  • Send Reminder – send the invite again by email or text.
  • Copy Invite Link – get the onboarding link to send yourself.
  • Generate QR Code – show a code the employee can scan with their phone.
  • Cancel Onboarding – for example if the email address was wrong. You can then invite the employee again with the correct details.

Row menu with Send Reminder, Copy Invite Link, Generate QR Code and Cancel Onboarding

Review and activate

  1. Click View on the employee's row to open their onboarding record.
  2. In the Employer Tasks panel on the right, complete each task marked Action Required, such as reviewing and signing the I-9.
  3. If something needs correcting, use Request Update. Only those steps go back to the employee; they do not have to start again.
  4. When the status shows Ready to Activate, click Activate Employee.

Employee onboarding record with the Employer Tasks panel and Activate Employee button

Good to know: you can activate an employee before their start date. Their access begins on the start date you set, not on the day you activate them.

Troubleshooting

The employee did not receive the invite.
Open their record with View and check the email address. If it is wrong, cancel the onboarding and invite them again with the correct email. If it is right, use Send Reminder, or send the link yourself with Copy Invite Link.

The employee finished, but I cannot activate them.
Check the Employer Tasks panel on their record. Any task with a lock icon must be completed before you can activate the employee.

Need more help? If you have any questions about onboarding your employees, contact Brands Support and our team will be happy to help.

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