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Only available for online company files in AccountRight Plus and Premier 2020.2 onwards, Australia only

MYOB Team enables employees to clock on and off, submit timesheets, leave requests and view their rosters and payslips with a quick tap.

Because employees enter their hours which, once approved, are sent directly to AccountRight, the pay run process is quicker.

And the best part is MYOB Team is included as part of your MYOB subscription.

Depending on your business needs, your employees can use MYOB Team:

  • on their mobile phones to clock on and off, submit timesheets and view rosters, or
  • on an on-premises iPad tablet kiosk to clock on and off.

And you can manage it all in the MYOB Team admin portal, accessible via any web browser.

Hey employees! If you've been invited to use MYOB Team on your phone, your help is here.

Setting up MYOB Team

You'll start the setup process by checking a few things in AccountRight, then complete the setup in the MYOB Team admin portal.

Before you begin

Check that MYOB Team is right for you.

  • MYOB Team works with online AccountRight company files (make sure you're using the latest AccountRight version)
  • Only AccountRight administrators can set up MYOB Team
  • Only employees with an Hourly pay basis can use MYOB Team to submit their hours
  • Employee hours submitted via MYOB Team will appear in AccountRight against the Base Hourly payroll category

1. Check your company file setup

1. Check your company file setup

Open your AccountRight company file and complete these tasks.

If you're prompted to sign on to your AccountRight company file, select the option Link this User ID to your my.MYOB account. This is required to ensure your file can be accessed by MYOB Team.

Check your business contact details

Check your business contact details

Your business contact details must be up to date to ensure MYOB Team can be set up successfully.

  1. Go to the Setup menu and choose Company Information. The Company Information window appears.
  2. Ensure you've entered valid details for the following:
    • Address
    • Phone Number
    • Email Address
  3. Click OK.
Check your default superannuation fund

Check your default superannuation fund

If your business has a default super fund for your employees, you can specify this in AccountRight. Only super funds with a Unique Superannuation Identifier (USI) can be used. Learn more about setting up superannuation funds.

To set a default super fund:

  1. Go to the Setup menu and choose General Payroll Information. The General Payroll Information window appears.
  2. Choose your Default Superannuation Fund.

    If your desired fund isn't listed, learn how to set up superannuation funds.
  3. Click OK.
Check your employees' email addresses and pay details

Check your employees' email addresses and pay details

Employees who will use MYOB Team need a valid email address recorded in their employee card. If they'll be submitting timesheets, make sure their pay basis is set to hourly and their standard pay contains no hours.

Here's what to do:

  1. Go to the Card File command centre and click Cards List. The Cards List window appears.

  2. Click the Employee tab.

  3. Click the zoom arrow next to the card of an employee that will use MYOB Team. The Card Information window appears.
  4. In the Profile tab, ensure that a valid email address has been entered in the Email field. This will be the same email address the employee must use to sign in to the MYOB Team app.

     

  5. If the employee will be submitting timesheets using MYOB Team:

    1. Click the Payroll Details tab.
    2. On the Wages tab, ensure the Pay Basis is set to Hourly. Salary based employee's can't submit timesheets using MYOB Team.
    3. On the Standard Pay tab, ensure there are no hours recorded. Any hours here will be included in their pay on top of submitted timesheet hours.
  6. Click OK.
  7. Repeat from step 3 for all employees that will be using MYOB Team.
Turn on the timesheet preference

Turn on the timesheet preference

If you're already using timesheets in AccountRight, you'll have this preference activated. If not, it's easy to set up. Learn more about Timesheets in AccountRight.

The timesheet preference you choose in AccountRight will determine which time capture modes you can use in MYOB Team.

  1. Go to the Setup menu and choose Preferences. The Preferences window appears.
  2. In the System tab, select the I Use Timesheets for [...] and My Week Starts on [...] preference.
  3. Choose what you use timesheets for from the I Use Timesheets for [...] list. This choice will also determine which time capture types you can choose when setting up your business locations (see task 3 below).
    If you choose:
    • Payroll - this means you'll only record payroll information. This allows you to set up locations for MYOB Team using these time capture types:
      • Clock on, Clock off mobile
      • Clock on, Clock off - tablet kiosk
      • Timesheets
    • Time Billing and Payroll - this means you'll record activity slip information as well as payroll information. This also means the only time capture type available for MYOB Team locations will be Timesheets.
  4. Choose the first day of your timesheet period from the My Week Starts on [...] list.
    If your pay date varies, for example you pay monthly, it doesn't matter which day of the week you select.
  5. Click OK.
2. Add your employees

2. Add your employees

You can now open the MYOB Team admin portal to finish the setup.

Let's start by adding your employees to the MYOB Team admin portal. You'll invite your employees to use MYOB Team in task 5 below.

  1. Go to the Payroll command centre and click MYOB Team.
  2. If prompted, sign in to your MYOB account. The MYOB Team admin portal opens on the My businesses page, showing all of your online company files.
  3. Click the company file that you want to set up MYOB Team for.

  4. If a message appears requesting MYOB Team to access your company file, click Allow access. You can now start adding your employees to MYOB Team.
  5. Click the Employees tab.
  6. Click Add employee. A list of employees in the company file appears.
  7. Select the employees you want to add to MYOB Team.

    If an employee you'd like to add can't be selected (their name is greyed out), you need to go to the Employee Card in AccountRight and enter a valid email address for the employee. See the setup tasks above for more details.

  8. Click Add employees.

You can now set up your business locations - see the next task for details.

3. Set up business locations

3. Set up business locations

Locations are your business's physical workplaces, departments or teams of employees. You'll choose a time capture type for each location, based on your business needs and how you want your employees to submit their hours.

Verifying attendance at a location

If your employees clock on and off using the MYOB Team mobile app or a tablet kiosk, you can use either geolocation or photo capture to reduce time theft and increase transparency around employee attendance. You can verify submitted geolocations and photos when approving timesheets.

FeatureUse withDescription
GeolocationMobile phone appSee whether employees clock on and off within 200 metres of the business location. Employees will need to have mobile phone location services turned on when clocking on and off.

Photo capture

Tablet kiosk

Captures a photo of an employee each time they clock on or off using the tablet kiosk.

To ensure photo capture works, make sure you've installed all available AccountRight updates. Learn about Getting the latest version.

To set up a location:

  1. In the MYOB Team admin portal, click the Locations tab.
  2. Click Create location. The Create location page appears.
  3. Enter the location name and address.
  4. Select a Time capture type. The options you're given are based on the timesheet preference you set in AccountRight (see task 1a above).
    • Clock on, Clock off mobile: for businesses whose employees will use their mobile device to capture and prove attendance with high accuracy

    • Clock on, Clock off - tablet kiosk: for businesses with a fixed location(s) and an emphasis on capturing and proving attendance with high accuracy on a kiosk tablet
    • Timesheets (Payroll only): employees use their mobile device to record their time retrospectively (ie at end of day or week) and the business has lower emphasis on proving attendance

    • Timesheets (Payroll & Time Billing): as above, but for businesses who also wish to capture employees time for time billing purposes

    The time capture type can't be changed after you've saved the location. Instead, you'll need to delete the location then create a new location with the different time capture type selected.

  5. Choose your timezone.
  6. (Optional) Enable geolocation or photo capture for this location. Photo capture is available for tablet kiosks, and geolocation is available for mobile phones.

    1. Select the option Enable geolocation or Enable photo capture.
    2. Click View my legal obligations and read the displayed information.
    3. Select the option to acknowledge you understand your legal obligations.

    You can verify an employee's submitted geolocations and photos in the MYOB Team admin portal.

    Here's our example location:

  7. Click Save.

You can now add approving managers to each location - see the next tasks for details.

4. Add approving managers and assign their employees

4. Add approving managers and assign their employees

If you have an employee who is an approving manager, like a team leader, you can give them the ability to approve and edit timesheets for the employees assigned to them in a location. When you add an approving manager, they'll be sent an invitation to use MYOB Team.

If you'd like to add an approving manager who is not currently an employee, like the business owner or bookkeeper, you'll need to set them up as an employee in AccountRight (just create a new employee card and enter their name and email address on the Profile tab, and set their Employment Basis to Other on the Payroll Details tab). You can then add them as an employee in the MYOB Team admin portal as described in task 2 above then select them as an approving manager as described in this task.

To add an approving manager to a location:

  1. In the MYOB Team admin portal, click the Locations tab.
  2. Click a location.
  3. From the Select an approving manager list, choose an employee.
  4. Click Add and invite. The employee is listed as an approving manager and will be sent an invitation to download the MYOB Team mobile app.
  5. If you want to:
    • add another approving manager for the current location, repeat from step 2
    • add approving managers to other locations, repeat from step 1.

You can now assign employees to each approving manager - see the next task for details.

5. Add and invite employees to a location

5. Add and invite employees to a location

You can now assign employees to your approving managers. This also sends an invitation to those employees to use MYOB Team.

  1. In the MYOB Team admin portal, click the Locations tab.
  2. Click a location.
  3. Click the approving manager.
  4. From the Select employee list, choose an employee to assign to the approving manager.
  5. Click Add.
  6. Repeat from step 4 for all employees you want to assign.
  7. Click Add and invite. The selected employees will be sent an email with a link to download the MYOB Team mobile app.

Accepting the invitation

Once employees download the mobile app, they'll need to create an MYOB account prior to signing in (unless they already have one). They'll do this by clicking Create an account on the sign in screen, then follow the prompts. When creating their account, employees must use the same email address as the one saved in their employee card in AccountRight.

For all the details, see this help topic (you might even want to send it to your employees for their reference).

What's next?

Once you're set up and you've invited your employees, find out about: