Existing Employee Setup
There are a number of ways to add Existing Employees to Nxsys. First we’ll look at adding a worker via the dashboard.
Navigate to Employees & Subcontractors from on the left hand menu. You’ll nee see a list of all workers on the system and also the most relevant fields at glance I.e. Name, DOB, NI Number etc. To add a new worker, click Add New in the top right corner which should present you with the window below.
Now you can fill in the workers details, noting the mandatory fields highlighted in red. Once you have populated the fields, then click Save.
The 3 tabs which will need to be setup for each worker are:
General Info - This tab contains info such as worker Address, NI, Pay Frequency etc
Bank Details - This tab contains the worker bank details to which payment will be remitted
Payroll Settings - This tab contains the worker payroll details such as, Payroll Method, Holiday Pay Settings, Margin etc
There are some key settings to be aware of when adding an Existing Employee, such as when transferring them from another payroll system as shown below.
- Starter Type - please select Existing Employee.
- Previous Payroll Number - please enter the previous payroll number for this Employee. This should be provided by the previous employers payroll software.
- Opening Balances - Please enter any YTD figures provided by the previous employers payroll software.
Failure to enter the above details, can result in HMRC creating a Duplicate/ New employment record for this employee.
Note: If you have connected an automated pension link, then an eligible worker will be synced with your pension provider as soon as you save their profile for the first time. The membership start date of their pension scheme, will be the start date of their assignment with you.
If you wish to allow the worker to access their own worker portal and app, please enter their details in the section below found on the General Info tab and set Allow Portal Access to Yes.
You may also add workers in bulk by using the Bulk Import feature. The Import templates can be used to Import Workers, Timesheets, Agencies & Prospects. Please navigate to the Import tab from the Menu on the left hand side and select Employees & Subcontractors. Download the Master Template .CSV and populate this with your worker details.
The third way in which to add new workers is through the Automated Onboarding process which is detailed in the Onboarding section.
Related Articles
New Employee Setup
There are a number of ways to add new workers to Nxsys. First we’ll look at adding a worker via the dashboard. Navigate to Employees & Subcontractors from on the left hand menu. You’ll nee see a list of all workers on the system and also the most ...Bulk Import
Nxsys offers Bulk Importing of Timesheets, Employees, Agencies & Prospects. This feature can be accessed by selecting ‘Import’ from the sidebar menu, which will expand to show the options below. For this example, we’ll look at the Timesheet Import ...Invoice Settings
Nxsys allows your to customize your invoicing settings for each agency. To enable custom settings for each agency Open your agency Click the Payroll & Finance Tab Under invoice Enter your agency's VAT number Enter the VAT rate applicable to your ...Email Setup & Configuration
Nxsys allows you to send emails to your agencies and employees from the system. Emails will be sent for all of the below actions New registrations received New logins created (both agencies and employees) Self onboarding links to employees and ...Margin Setup
Nxsys allows you to setup specific margin methods and rates for your agencies. If you wish to have specific margin method and rates for an agency Open your Agency Click PAYROLL & FINANCE Under Margin, select your margin method, enter a margin amount ...