> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/payroll/setup/employee-onboarding.md). # Track employee onboarding See where each payroll employee is in onboarding, send reminders, open document reviews and download onboarding documents. The **Employees** tab on **Payroll > Setup** shows where each payroll employee is in onboarding. Owners, Super Admins and Managers see every employee, and Department Heads see their department's employees. {% hint style="info" %} If RollCredits payroll is turned on for your production, you see this tab. Some parts show only if your company uses them: the minor statuses (minors onboarding) and the type change email. {% endhint %} To add or edit employees, see [Add and edit payroll employees](/payroll/setup/employees.md). ## Read the Employees table Besides **Name**, **Email**, **Title** and the two status columns below, the table shows: * **Agent**: the person who can onboard and fill out timesheets for the employee. * **Employment Type**: **W-2 Employee** or **Loanout**. **Contractor** shows only for employees added with that type in the past. * **Attributes**: **Minor**, **Escrow**, **Agency** (represented by an agency) and **Overtime Exempt**. * **Union Membership**: the union, or **Non-Union**. * **Weekly Escrow**: shown when any employee is an escrow employee. * **Work Location**: the employee's default work location. * **Wage** and **Wage Period**: both show **Multiple rates** for an employee with more than one rate. At the end of each row, select **View Profile** (person icon) or **Edit Employee** (pencil icon). Only Owners, Super Admins and Managers can open someone's profile. See [View an employee's profile](/payroll/employee-profile.md). ## Onboarding statuses Once the employment type is confirmed, **Onboarding Status** shows the first step still left, in this order: payout settings, W-4 (W-2 Employees only), W-9, I-9 or loanout documents, startwork documents, then the production's reviews. | Status | What it means | | --------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------- | | **Awaiting Type Confirmation** | The employee hasn't confirmed their employment type. | | **Type Change Requested** | The employee, or a manager or agent for them, asked for a different type. The production must answer. | | **Invited** | Shown for Contractors. | | **Payout Settings Incomplete**, **W4 Incomplete**, **W9 Incomplete**, **I9 Incomplete**, **Loanout Docs Incomplete**, **Startwork Docs Incomplete** | The employee hasn't finished that step. | | **Minor Information Incomplete**, **Minors W4 Incomplete**, **Minors W9 Incomplete** | A minor's information form, W-4 or W-9 isn't done. Minors never get **W4 Incomplete** or **W9 Incomplete**. | | **I9 Needs Review**, **Loanout Docs Needs Review**, **Startwork Docs Needs Review** | Documents are waiting for your review or signature. | | **Escrow Agreement Needs Document** | Upload an **Escrow Agreement** for the employee on the **Documents** tab. See [Upload payroll documents](/payroll/setup/production-documents.md). | | **Onboarded** | Onboarding is done. | {% hint style="info" %} A timecard can't be approved until the employee is **Onboarded**. See [Review and approve timecards](/payroll/review-payroll-runs/review-timecards.md). {% endhint %} ## E-Verify statuses When the employee submits their I-9, **E-Verify Status** starts at **E-Verify Pending** until RollCredits submits the case, then RollCredits updates it as the case moves on. A dash means there's no case yet. * **E-Verify Processing**: E-Verify needs more time. * **Employment Authorized** or **Not Authorized**: whether E-Verify confirmed the employee can work in the US. * **SSA Mismatch** or **DHS Mismatch**: the Social Security Administration or Department of Homeland Security couldn't confirm the information yet. **Referred to SSA** or **Referred to DHS**: the case went to that agency. * **Action Required**: the case needs action before it can continue. ## Send an onboarding reminder 1. Find the employee on the **Employees** tab. 2. Select the envelope button next to their **Onboarding Status**. The employee gets an email linking to **My Timesheet**, copied to their agent if they have one. * Each person gets at most one reminder a day. After that, the button is greyed out. * There's no button on your own row, for **Onboarded** employees, or while the status is **Awaiting Type Confirmation** or **Type Change Requested**. * If the employee has finished their W-4 and W-9 (a loanout, their W-9), no email is sent. RollCredits also sends it automatically around the employee's start date. ## Open a document review When documents are waiting for you, the status cell shows a button instead: * **Review I9**. See [Review an employee's I-9](/payroll/review-i9.md). * **Review Loanout Docs**. See [Review loanout documents](/payroll/review-loanout-documents.md). * **Review Startwork Docs**, which opens **Sign Startwork Documents**. See [Countersign startwork documents](/payroll/countersign-startwork.md). Only Owners, Super Admins and Managers can complete these reviews. People in the roles chosen in **Notification recipients by role** get an email linking to each I-9 and loanout review. Loanout documents need review only when RollCredits can't verify the business itself. See [Set up payroll](/payroll/setup.md). ## Download onboarding documents 1. Select **Download Onboarding Documents**. 2. Untick any types you don't need: **I-9 Documents**, **Loanout Documents**, **Startwork Documents**, **W-4 Documents**, **W-9 Documents**, **Minors Documents** or **Profile Exports**. 3. Select **Download**. You get a zip file with a folder for each employee. Department Heads get only their department's employees. ## Answer an employment type change New employees confirm their employment type, or ask for a different one, before onboarding starts. See [Finish your payroll onboarding](/payroll/get-started.md). If they ask for a change, the status becomes **Type Change Requested**. If your company gets employment type change emails, people in the roles chosen in **Notification recipients by role** get one with the requested type and note. To give them that type: 1. Select **Edit Employee** on their row. A note above **Employee Type** shows the type they asked for and, if they left one, **Their note**. 2. Choose the new **Employee Type** and select **Confirm**. The status goes back to **Awaiting Type Confirmation**, and the employee confirms the new type. {% hint style="info" %} While an employee is **Awaiting Type Confirmation**, Owners, Super Admins, Managers and the employee's agent can answer for them in the **Confirm Employment Type** window on the employee's profile or timecard: **Confirm**, or **Update type** then **Flag change**. Flagging doesn't change the type: the status becomes **Type Change Requested**, answered as above. You can close the window without answering. {% endhint %} --- # Agent Instructions This documentation is published with GitBook. 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