InStaff Pay Stub Setup Guide

Welcome to InStaff!

Thanks for your interest in InStaff. This guide is to help you get set up and running with using InStaff for pay stubs. Once you’ve checked off the items below, you will be ready to start using InStaff to deliver pay stubs online. 

Expectations

This time is to help you set up everything you’ll need to start delivering pay stubs to your employees through InStaff so that you can start your trial smoothly and with confidence. You’ll learn the basics of InStaff pay stubs and we will get the chance to work closely with you to get started and running smoothly.

Every company’s pay stub format is different - this setup period is also for us to work with you to make sure your InStaff portal is configured to read and deliver your company’s pay stubs correctly. This is a smooth process in most cases, but can sometimes require some collaboration with you to get right. We appreciate your understanding in these instances.

Work with us

This guide is intended to give you everything you need to get setup on your own. However, we encourage you to reach out to us for support with any questions you might have. Please feel free to schedule a setup call with us, where we can guide you in real time on getting started with everything you need.

In the best of cases, setup can take as little as under an hour. For the smoothest and fastest setup experience, get in touch with us and we’ll be happy to help. 

Trial options

This setup guide provides information on how to get your portal set up and all of your employees onto InStaff. Some companies prefer to create a smaller employee “testing group” to use throughout the trial before inviting all of their employees onto InStaff. This is fine. What is important is that the pay stub delivery is working and you know how to add and invite employees onto your InStaff portal, and notify them when they receive new documents.

 

InStaff Pay Stub Setup Checklist

1. Employee accounts created

2. Sample pay stub test run published

3. Email notifications set

4. Employees invited to login                   

 

1. Creating your employees’ accounts

Set up your employee accounts in one of three ways:

1. Manually (use to set up employees one at a time)

Navigate to Admin > Manage Users, then click the Add Users drop down.

Click Add Internal Employee User for any employee that will need to use InStaff to receive their pay stub. Fill in the fields, making sure that the “Employee ID” field matches the employee’s record in your payroll system and on their pay stub.

OR

 

2. CSV Import (use to set up many employees at once)

 Export or create a CSV file of the employees you want to add with the headers “Full Name”, “Employee ID”, “Email”, (and “SSN” if doing tax forms). Find a sample of what the CSV should look like at the bottom of this article. Headings and format should be exact. 

In InStaff, navigate to Admin > Manage Users > Utilities > Import From CSV File.

On this screen, choose your CSV file to upload then click Upload CSV File. 

Once your file is uploaded and status shows “Ready For Preview”, click Preview & Verify. This shows the accounts to be created and their corresponding fields. Once satisfied, click Accept Parsed Document. Once completed, the status should read “Sync Complete” in the “Last 10 Accepted CSV Uploads” section. Your employees’ accounts are now created.

OR

 

3. Employee Updater Application (upon request)

We are able to provide a desktop application that integrates with SQL Server based systems to update employee information in InStaff automatically using the updater. This application is recommended for companies handling a large number of employees with frequent turnover and may require additional costs due to the custom development of the integration. Get in touch if you are interested in this method.

*After you’ve created your employees’ accounts, they will need to be invited to create a password and login for the first time in order to access the portal. See “Inviting your employees” below for steps on how to do this.

2. Publishing a sample pay stub test run 

Let’s run our first batch of pay stubs to make sure everything is running smoothly.

With a sample pay stub run, navigate to Admin > Upload Pay Documents. 

Select your Document Type, then choose and upload your pay stub file. Enter the number of separate pay stubs you have in this batch. Click Upload Document. 

Once your file is finished processing, the status will read “Ready For Preview”. Click “Preview & Verify”. On the preview screen you can confirm that the file was split correctly, and preview each individual pay stub.

Once satisfied, click Accept Parsed Document to publish now. (You can also click Accept & Schedule Publish Time to publish later.)



 

*Error while publishing? Contact us. 

3. Setting your email notifications

Set your email notifications to let your employees know whenever they receive a new pay stub.

You can edit email templates under Admin > Email Templates. The pay stub/tax form notification email is under the “New Document” tab. Click Save Template to save any changes. 

You can choose to auto-send email notifications to employees whenever new pay stubs are published by navigating to Admin > Portal Settings and checking the Auto-Send Notification Emails To Employees Upon Publish box under “Pay Documents”. Remember to press Save Portal Settings to save changes.

If this box is not checked, you can send the notification email manually after publishing by navigating to Pending Notifications on the sidebar, selecting the employees you want to send the notification to, and clicking Send Selected Notifications To Employees. 

4. Inviting your employees

Once your employees’ accounts are created and you’re ready to start delivering pay stubs to your employees through InStaff, you will need to invite your employees to login for the first time. 

You can invite your employees in one of two ways:

1. Email invitation (If you already have your employees' emails):

You can customize your invitation email if desired from the Email Templates screen under the “Invitation” tab. Ensure that you include the variables provided in the default email. 

To send invites to your employees, navigate to the Manage Users screen (Admin > Manage Users). Select all employees who you wish to invite onto InStaff. Then, press Send Invites To Selected to send the invite email. This email will include a link to the portal domain, and a link to set up their password. From this point on they will be able to access their account with their email and password they created, at your portal domain. 

2. Access Code Print Out (If you don't have your employees' emails):

If you are still delivering paper pay stubs and do NOT have your employees emails, you can generate paper print outs for each employee with instructions and a unique access code to setup their account. Feel free to include this in an envelope with their last paper pay stub.

To invite new employees with this method, navigate to Admin > Utilities > Set Up New Employees. Select the employees that need access codes by checking them off. Then, click Generate Access Code for Selected Employees (optionally you can check off "Generate Universal Access Tokens" to generate the same code for all employees). Finally, click Print Invitations For Selected Employees to download a PDF file that you can print and handout with the invites for selected employees. 

That's It!

You should be set up and ready to go. For support, or if you have any questions, please get in touch with us at [e-mail].