Setting up MYOB Team after upgrading

MYOB Team gives you more features than YourPay, enabling you to:

• create, distribute and approve rosters for employees
• get your employees to submit leave requests
• verify an employee's photos or geolocation status
• oversee multiple locations
• have an overview of who is working most efficiently, from any device
• delegate timesheet approval by adding approving managers.

Employees can clock on and off through the MYOB Team app, check their hours and payslips, and see upcoming shifts.

Once an employee clocks on and off with the app, the data is sent straight to your MYOB business, ready for the next pay run. No more third-party plug-ins or apps.

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.

1. Check your company file setup

Open your MYOB Business file and complete these tasks.

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. If you need to add any new employees to your MYOB Business file, see Adding an employee.

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

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.

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.
   

   • 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

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.

You may need to set up the approving manager as an employee

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 MYOB Business (just create a new employee record for them and enter their name and email address on the Contact details tab.

If you don't want to include this employee in pay runs, select Inactive employee in the Contact details tab:

Alternatively, if you are the going to be the approving manager and you're not an employee, but a contractor (such as the business's accountant or bookkeeper), you can:

1. Add yourself as an employee in MYOB Business.
2. Choose Other (not reported) as your Employment basis (on the Payroll details > Employment details tab):
   
3. Select Hourly as your Pay basis (Payment details > Salary and wages tab):
   
   

You can then add yourself as an employee in the MYOB Team admin portal as described in task '2. Add your employees', above.

Whoever you choose to be the approving manager, follow these steps:

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

You can now assign employees to one or more locations. 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.
8. If an employee works in multiple locations, repeat these steps to add them to each location.

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.

Self-onboarding

When an employee first signs into the MYOB Team mobile app, they'll be prompted to enter any personal, tax and superannuation details that are missing from their employee record in MYOB Business. This eliminates paperwork, reduces your data entry, and simplifies your workflow.

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