New	New workers/contracts that have been created but haven’t been assigned an onboarding path yet.
Verifying	Workers that are currently onboarding for a particular contract.
Active	Workers that have completed onboarding and the contract is active.
Archive	Contracts that are no longer active.

 

New

Notes:

• Add a new worker by clicking on the 'New Worker' button
• Contract type column:
  • New - New worker with new contract or existing worker with new contract (unrelated to any of their other contracts)
  • Amendment - Contract that has been amended from an existing contract

Extension - Contract that has been extended from an existing contract

 

Verifying

Notes:

• If there is a red dot next to a worker that means there is something that the employer/admin needs to take action on.
• Progress bar indicates worker’s progress through the onboarding tasks

Active

Notes:

• Status column:
  • Active - Onboarding/verification is complete and the contract period is active 
  • Future - Onboarding is complete but contract start date has not arrived
  • Expired - When an active contract’s end date has passed, the status changes to expired and you will need to manually move it to Archive
• Once a contract is active, the worker’s dashboard is locked. (In future, the worker will be able to update their details and admin will be notified)

 

Archive

Note:

• Only active contracts can be archived
• Reason column:
  • Cancelled - This contract was cancelled
  • Expired - This contract was not renewed
  • Amended - This contract was amended

Add a New Worker

 

In the New screen, CLICK '+ Add worker' button top right and then choose either ‘Create a worker’ or ‘Bulk Upload’. 

If you choose to bulk-upload existing employees, please refer to the bulk-upload section below.

 

Create a Worker. 

When you select the ‘create a worker’ option, you will be presented with the following screen. This screen may be specific to your organisation and include additional information. Follow the steps to create the new worker. 

 

To add a new worker, you must complete all the steps in the checklist. 

Note: You can ‘Save and exit’ any time and the draft will be saved to the ‘New’ bucket (table).

 

CLICK on the first step, in this case, 'Worker Details' to proceed.

 

1. Worker Details

The following fields are required in order to send an email and SMS to the worker to complete the onboarding process later.

ENTER the worker’s name and contact details on this screen.

 

Important: You must ensure that the worker’s email address and mobile number are correct as the onboarding invitation will be sent to this email and via SMS to this mobile number.

2. Engagement Type

 

SELECT the worker’s engagement type (Note: Your selection here (ABN/PAYG) will affect the fields displayed in the Contract Details step.)

 

Engagement Type: ABN

 

If you SELECT ABN

• You will be required to enter the worker’s ABN number - The ABN will be automatically checked against the ABN register and return the following:
  • ABN validity (valid/invalid)
  • Entity type (eg. Public company, Trust, etc)
  • GST status (registered/unregistered)
• Third-party company checkbox - If this is selected, you will be required to enter the company’s contact details

Engagement Type: PAYG

 

If you SELECT PAYG - You will also be required to select the payment basis:

• Full time employment
• Part time employment
• Labour hire
• Superannuation or annuity income stream
• Casual employment

 

3. Contract Details

 

 

 

ENTER the following details:

• Contract start and end dates
• Commencement and Termination descriptions
• Position title and classification level
• State (Note: rates will be calculated based on the state selected)
• Working hours
  • If 'Ad-hoc basis' is selected, working hours is disabled
• Contractor rate 
  • Note: If PAYG was selected in the ‘Engagement Type’ step -  The amount entered into this field will automatically calculate the base rate, base without 25% loading, and super. These calculations will auto-populate in the PAYG contract generated later.
• Special conditions - Notes of any changes that need to be made to the default contract.
• Description - Description of what the contractor’s job entails / job description (this is copied from the Work Order)

4. Worksite Details

 

ENTER the worker’s worksite details (eg. they may be working at a different branch or offsite)

• Worksite name
• Worksite address
• Hiring manager (optional)
• Hiring manager email (optional)

5. Additional Attachments

 

• UPLOAD any additional files associated with this contract here, or
• TICK 'No additional files to upload' if there are none

 

6. Payroll Details

 

• SELECT the ‘Organisation Group’
• SELECT the ‘Home Payroll Entity’
• Click through the hierarchy and check the pay group.

• SELECT the award
• SELECT the position
• SELECT the pay group and classification rate. 

Assign Path

Once the checklist is completed, the ‘Assign path’ button is enabled.

 

CLICK ‘Assign path’ button

 

Note: The ‘Pre-Onboarding’ path is assigned first with tasks that the worker must complete successfully before the ‘Onboarding’ path is assigned later.

SELECT ‘PAYG | Pre-Onboarding’ or ‘ABN | Pre-Onboarding’ depending on the worker’s engagement type

 

Alternatives: 

• If the contract is an amendment, then choose ‘PAYG: Amendment | Pre-Onboarding’ or ‘ABN: Amendment | Pre-Onboarding’
•  If the contract is an extension, then choose ‘PAYG: Extension | Pre-Onboarding’ or ‘ABN: Extension | Pre-Onboarding’

 

Once a path is assigned:

1. The worker will move to the ‘Verifying’ bucket
2. The worker will receive an email and SMS to sign in and complete the onboarding tasks

 

Verify a Worker

When a worker has completed their tasks, you will see them in the Worker Detail view.

Some tasks will require you to verify the details by clicking the Approve or Reject buttons. 

 

Worker Detail view

Review the pending (yellow) tasks and CLICK Approve or Reject

Note: Some tasks (such as Work Rights Check) have a Reject option, where if rejected, the worker will be notified and be able to rectify. Other tasks (such as COVID-19 certificate) do not have a Reject option, as rejection means that the worker can not proceed. This may be a cancellation of the onboarding instead. To find out more about each of the tasks and their functionality, go to the Tasks section.

 

Once all tasks have been approved, the path status is ‘Complete’.

Assign a New Path

Worker Detail view - Assign a new path dropdown

Below the worker’s path/tasks, you can assign the next path for the worker.

SELECT a path from the dropdown.

PAYG: Onboarding path - Upload documents

When any of the ‘Onboarding’ paths are selected, there will be at least one task that is a document that requires a digital signature by the worker. For example, if the PAYG: Onboarding path is selected, the contract, NDA, and WHS are document tasks that require a digital signature. 

• Contract: Select the relevant contract type required for the worker to sign. If changes need to be made to the contract, you can download the contract and make edits, then upload the template in the ‘Upload file’ tab link
• Non-Disclosure Agreement (NDA): Leave the default template as is or click ‘Upload file’ to upload a customised version
• Workplace Health and Safety Documentation: Leave the default template as is or click ‘Upload file’ to upload a customised version

 

CLICK ‘Save’ to add the path. The worker will be notified by email of the new onboarding tasks to complete.

Paths

Pre-onboarding paths

Pre-onboarding paths are the first path to be assigned to the worker. They contain mandatory tasks that must be completed in order to proceed to the next path (and set of tasks).

• The ‘Personal Information’ task is always in the Pre-Onboarding path so that the worker can confirm their personal details as the inputs will be used to pre-populate details in other subsequent tasks as well as the contract task later on.
• The other pre-onboarding tasks such as Work Rights Check are intended to be used to determine whether to proceed with the onboarding process. 

 

Onboarding paths

Once a pre-onboarding path is successfully completed, you can then assign the onboarding path to the worker. Onboarding paths contain the bulk of the tasks that the worker must complete including digitally signing their contract, providing bank details, TFN, super details, etc.

 

List of paths and associated tasks

To ensure you assign the correct path to the worker, refer to the tables below for the path names and tasks associated. (To find out more about each task, go to Tasks)

Add a new path

CLICK ‘Paths’ in the left-hand menu.

 

Paths section

You will see a list of all existing paths in the platform and the number of tasks in each path.

To add a path, CLICK the 'New path' button.

 

• ENTER the path name
• CLICK+DRAG the tasks you want to add to the right pane labelled ‘Tasks in this path’

Email notifications

Email notifications when assigned

If turned on, this feature will send an email notification to the recipient once the path is assigned.

If ‘Candidate’ is selected - an email notification will be sent to the worker (eg. a welcome email and instructions to complete the onboarding tasks)

If ‘External party’ is selected - an email notification can be sent to any email address/es (eg. to notify HR that a worker is onboarding, etc)

 

You can also add multiple email notifications (eg. to both workers and additional external groups) by selecting 'Add new flow assigned notification'.

 

Email notifications when completed

If turned on, this feature will send an email notification to the recipient once the path is successfully completed.

If ‘Candidate’ is selected - an email notification will be sent to the worker (eg. confirmation that they have completed the path.)

If ‘External party’ is selected - an email notification can be sent to any email address/es (eg. to notify HR, ops team, etc)

 

You can also add multiple email notifications (eg. to both workers and additional external groups) by selecting 'Add new flow assigned notification'.

 

Tasks

 

Tasks are the individual elements that make up an onboarding path. Below are some examples of tasks that can be facilitated using Wkr Ready. 

 

 

Task types

E-signature (document) tasks

The following tasks have e-signature:

• Contract
• Non Disclosure Agreement (NDA)
• Workplace Health and Safety (WHS)

 

This task uses a default docx template that contains special placeholders to auto-populate based on:

• Fields entered by employer/admin in the initial 'Add worker' setup (eg. Employment basis, rates, etc)
• Fields entered by the worker provided in the 'Pre-Onboarding' path (eg. Personal details)
• Auto-generated date for when the contract is created and when it is signed

1. Choosing a document template (Employer view)

 

Contract task

There are two options:

1. SELECT the relevant default template for the worker.
   (Note: You can also click on the template to download and modify the template, then reupload via option 2)
2. UPLOAD a different template, such as a modified template specifically for the worker

 

Non-Disclosure Agreement (NDA) and Workplace Health and Safety tasks

If you are happy with the default template you can leave it as is (you don’t have to do anything), otherwise you can UPLOAD a different template.

 

IMPORTANT: The template must be in docx format for the auto-population and digital signature to work

 

2. Signing the document (Worker view)

• The worker will be able to DOWNLOAD and view the document as a PDF with all the fields auto-populated.
• If they are happy with the contract, they can TICK the box to digitally sign.
• Once signed, the PDF is updated with the worker’s signature, date and IP address
• The worker can DOWNLOAD the signed PDF

 

3. Viewing the signed document (Employer view)

Once the document has been signed by the worker, the employer will be able to see the task as completed. 

• CLICK the download button icon to download the signed PDF

Worker Detailed View

The worker detailed view contains:

• Worker details (left column)
• Contract details (centre column)
• Timeline (right column)

 

Worker details (left column)

Worker details

The left-hand column contains the worker’s details including:

• Worker profile picture (if they uploaded it in the Personal Information task)
• Mobile number
• Email address

 

Circular buttons

• Sync: Once the onboarding paths are complete and the contract is active, the ‘Sync’ button will be enabled. You can then sync the worker/contract details to your payroll system.
  Note: The sync can only be done once initially, to get all the data into payroll. It cannot be synced again at risk of overriding any modified / additional data added into payroll thereafter. Note: the sync should only be done once initially. In the event of a new contract or amendment, a new sync may be required.
• Reset: Reset the worker’s password
• Cancel/Delete: Cancel the worker’s contract. This will then move the contract to ‘Archive’ with a cancelled reason. Note: If the contract is still in 'New' then this option is Delete instead. Deleting will remove the contract entirely from the platform.
  
  

 

Contract details (centre column)

The centre column contains the following:

• Contract details including name, type of contract (Contract/Amendment/Extension) and status (New/Verifying/Active)
• The ‘Details’ button link will open the checklist with all the contract details that you can edit at any time before the contract is set to ‘Active’
• The ‘Actions’ button link dropdown contains actions you can take on the contract (eg. Extend/Amend/Cancel/Archive/Delete). Note: Different options are available depending on whether the contract is New, Verifying or Active.
• List of paths and tasks under the contract. 
• Ability to assign additional paths

Delete path

If you wish to delete a path, you can do so in the grey path title area. 

• CLICK on the vertical ellipsis on the right-hand side
• CLICK ‘Delete’ in the dropdown

 

WARNING: 

• Deleting the path will also delete the path in the workers’ dashboard view.
• The Pre-Onboarding paths contain the 'Personal Information' task which is vital to populating fields in other tasks and documents. Deleting this path will affect other subsequent tasks.

 

Delete / Cancel / Archive contract

This option is available in both the left column (circular button) and the Actions dropdown.

 

Delete: This option is only available for contracts sitting in the ‘New’ table. Once deleted, the contract will be permanently removed from the table.

 

Cancel: This option is only available for contracts sitting in the ‘Verifying’ table. You will be prompted to also provide a reason for the cancellation. Once cancelled, the contract will move to the ‘Archive’ table. 

 

Archive: This option is only available for contracts sitting in the ‘Active’ table. You will be prompted to archive a contract once an active contract’s end date has passed.

(Note: A contract will also archive automatically 

Amend contract

This option is available in the Actions dropdown whilst a contract is Active.

CLICK ‘Amend Contract’ for the contract that you wish to amend.

 

• The contract checklist will appear, with all the details prefilled from the original contract.
• You can amend any of the details, otherwise leave unchanged and click ‘Done’ for each step.
• Once the checklist is complete, assign the 'Amendment' PAYG/ABN pre-onboarding path.
• Once the amendment contract onboarding is complete and set to Active - the following will occur:
  • The amendment contract’s status will be set to 'Active (Future)' (if the start date hasn’t arrived yet)
  • If the start date has arrived, then the amendment contract’s status will change to 'Active', and the original contract that was amended from will automatically be moved to Archive

Extend contract

This option is available in the Actions dropdown whilst a contract is Active.

CLICK ‘Extend Contract’ for the contract that you wish to extend.

• The contract checklist will appear, with all the details prefilled from the original contract.
• You can amend any of the details, otherwise leave them unchanged and click ‘Done’ for each step.
• Once the checklist is complete, assign the 'Extension' PAYG/ABN pre-onboarding path.
• Once the extension contract onboarding is complete and set to Active - the following will occur:
  • The extension contract’s status will be set to 'Active (Future)' (if the start date hasn’t arrived yet)
  • You will be prompted to manually archive the original contract when its’ end date has arrived

Timeline (right column)

Legend

 

 

Add a new contract from the timeline

CLICK on the ‘plus’ symbol to add a New contract 

(Note: To add an amendment or extension from an existing contract, refer to Amend contract or Extend contract)

 

When adding a new contract for an existing worker - you can choose where they sit in the company/branch hierarchy in the ‘Worksite Details’ Section.

 

Worker Dashboard

• When a worker is assigned a path, they will receive an email notification to log in and will see their dashboard. They will complete all the tasks assigned and receive an email confirmation once it is complete.
• When another path is assigned, they will receive an email notification to log in and complete the next path/set of tasks.

Appendices

Document template - placeholder fields

 

Email placeholder fields

 

 

Bulk Upload

While new workers added to Wrkr Ready on a case by case basis, the Bulk Upload function is designed for getting your existing workforce into the system. Starting from the same section to add a new worker, you will see you have a second option for ‘Bulk Upload’ within the New Worker bucket page. 

 

Note:

You will be asked to check you are uploading to the correct organisation.

ter

 

You will then be instructed to download and fill in the template.

Once you have filled in the template, you can select the right branch and upload it here. 

 

Be sure to check you are uploading the correct file type .csv. 

 

After you add the file but prior to completing the upload, you will come to a review page. If there are any errors or warnings, you will need to review and adjust the .csv file as required. It is possible to upload the file but any lines of data containing errors. 

 

 

 

 

When you are happy with your file, you can proceed and click ‘Upload’

 

From there, you should receive the following message. When you click ‘Finish’, you will be taken back to the Active Workers bucket page.