Onboarding a new hire in Workstream begins by marking them as hired in the Applicants tab, which triggers an automated welcome email and text.
The new hire then completes payroll onboarding by providing personal details, payment method, and tax withholding preferences. Once this step is done, they set up their Worker profile in the Workstream US app to access pay stubs and tax forms.
Finally, you add job roles and earning rates to their record, ensuring they are fully set up and ready to be paid.
Mark the applicant as hired
To start the onboarding process for a new hire, the first step is to mark them as hired. The steps below will walk you through how to do that:
In Team View, click the Applicants tab.
Find the applicant and click the three-dot menu.
Select Mark as Hired and choose the appropriate stage.
Click Confirm to finalize.
Now they will appear in the Team tab and will automatically recieve a welcome email and text with a link to set up their Workstream account to complete payroll onboarding
New hire completes payroll onboarding
Once the new hire is marked as hired, they will recieve an email and text to complete their payroll setup to start receiving pay. Here’s how the process works:
Follow the instructions in the onboarding email/text: New hires will receive an email and text with a link to complete their payroll setup. They’ll be prompted to provide the following details:
Personal info (they have the option to receive paperless W-2 statements)
Payment method (direct deposit, cash, or paper check)
Tax withholding (they need to specify how they’d like to claim and sign their tax document)
Once completed with payroll onboarding, they will receive another text and email to create their Worker profile in the Workstream US app. This is to access their pay stubs, tax forms, and change information if needed.
Add a job role and earning rate
Once your new hire has completed their payroll setup, it's time to add the job roles and earning rates to the employee's record.
Follow this article on how to do this. If you are looking to add more than just job roles and earning rates, follow this article on how to do this. Once a job role and earning rate has been added, the employee is ready to be paid!
If you need help managing payroll onboarding progress, please reference the Track payroll onboarding progress section below.