Payee Onboarding Frequently Asked Questions (FAQs)

How does the onboarding process work?

The onboarding process can be triggered from three locations:

1. Automatically when a candidate is put within the nominated referral workflow stage (payee onboarding email automatically sent to the Candidate once they are put in the relevant stage)

2. Automatically when a Job is Filled (Payee onboarding email automatically sent to the candidate once the Job is Filled)

3. Manually from either a candidate record or candidate search by selecting Custom Actions > Payee Onboarding (Payee email will be sent to the selected candidates once triggered)

For (1) and (2), the automatic triggers include the following logic:

• If no, a new Payee will be created at the end of the Payee onboarding process

• If yes, the integration will look to determine if the Payee has been updated within the last 6 months. If they have, the onboarding process will not trigger, if they have not, the onboarding process will trigger. This is to avoid candidates being onboarded multiple times. If a candidate needs to be update, the manual trigger can be used.

The onboarding process is also available from within FastTrack360 Connect.

Where in the FastTrack360 product can the B/T/S onboarding process be triggered from?

As above, there are 4 areas within FastTrack360 where you can trigger the onboarding process;

• Automatically when a new Job Order is Filled.

• Automatically via the Referral Workflow where a Candidate is moved to a nominated stage.

• Manually via a custom action on the Candidate Record.

• Manually via a custom action from a Search Candidate (individual or bulk send available)

Can I use the free onboarding tool to update existing candidates/payees bank, tax and super details in my database?

Yes, you can use the onboarding process to update existing details - the candidate will just need to complete the simple onboarding process. However we recommend that you establish a sensible frequency for doing so. If a candidate has been updated within 6 months, you will need to use the manual triggers to update, as they will be excluded from being onboarded via the automatic trigger events.

Upon completion by the candidate, how long does it take for their details to be visible on the payee record?

It may take up to 15 minutes to sync the relevant payee details back to FastTrack360.

Where are copies of the completed forms stored?

The key contact details, bank and tax details are all updated against the relevant payee fields in FastTrack360. A copy of the superannuation form is stored as an attachment against the payee record.

Will the onboarding process look for duplicate payee records?

There is no duplicate check required - the onboard process will automatically update the candidates details if the record already exists.

Where is the data stored?

Data is stored locally in Australia using Microsoft Azure.

Data is retained for 7 years based on data laws.

Data is not shared with third-parties with alternative/marketing purposes.

Can I use this onboarding process for our Candidates based in NZ?

No, the current onboarding process is only available for AUS based candidates.

If a Candidate is sent the onboarding form a second time, will new details override the old?

Yes, if a candidate completes the onboarding it will change the details on the payee record.

Will the onboarding function be available in the FastTrack360 Candidate Portal as a self-service? i.e. can I upload the forms there to be completed? Can I see the progress of all onboarding activities?

No, the onboarding process is not available as a candidate self-service at this time. The onboarding process can only be triggered by the agency.

Our onboarding process is more complex that just Bank/Tax/Super, how do I add our other onboarding documents to the new process?

No, the current payee onboarding process only supports the collection of bank/tax/super details only. FastTrack does not support any customisation of this process at this time.

If required, FastTrack can refer you to one of our marketplace partners - Onboarded or Secured Sign - who will be able to assist you with this requirement.

Can I customise fields within the onboarding template to replicate the terminology used in our current manual forms?

No, as above, the onboarding solution being offered is standard ‘out of the box’.

Can our candidates nominate more that one bank account as part of the ‘bank’ onboarding process?

Yes, candidates have the ability to nominate more than one bank account if required - typically a primary account and a non-primary account to which a % of wages can be allocated.

Can we choose which super funds are offered to our candidates/payees?

The candidate has a choice of 3 different types of funds:

• Choose one of the nominated super funds (Slate Super or QSuper funds).

• Select my own super fund.

• Select the default fund.

Candidates have to make a super selection in the onboarding process. If they choose a fund that isn’t already setup in FastTrack360, they then end up in the ‘Change Me’ fund for your payroll team to configure the candidates fund in your FastTrack360 environment.

How can I switch off the onboarding process if I don’t like it or I find an alternative solution?

If you would like to switch off the onboarding process, it is highly recommended that you notify FastTrack in the first instance and the FastTrack team can assist you.

I use an existing onboarding partner outside of FastTrack360 today, can I integrate their forms?

Yes, you could theoretically achieve this via an API integration, however, this process would require technical expertise.

Does the onboarding process include a signature or authorisation process?

Submission by a candidate is considered consent/approval. There is a digital acceptance/acknowledgement by the candidate for the super choice which populates the Standard Superannuation Choice form.

Does the onboarding process conduct any validation processes to ensure data accuracy? TFN, BSB etc.

Yes, there is a TFN verification process to ensure the TFN is valid.

For bank accounts, there is a BSB verification process and validation on the account number length.

There is also a Super USI verification process.

Can I make it mandatory that a candidate must complete the onboarding form/process prior to being allowed to be placed on a job?

Yes, the recommended approach would be to use the referral workflow automation and ensure your staff follow this process.

Can I run reports on the number of new candidates/payees that have been onboarded?

A daily email will be sent to the nominated email address you provide on setup. This email will include all payees onboarded in the past 7 days (rolling) with their latest status.

Will the candidate receive confirmation that their B/T/S details were submitted successfully?

The last step in the onboarding process confirms with the candidate that their onboarding is complete.

I have just won a big tender and need to onboard on-mass, can I bulk email the onboarding documents to a select group of candidates?

Yes, you can send an email to candidates in bulk to collect their onboarding paperwork and create the payee record, however, it is FastTrack’s recommendation that you use the job order process to trigger the event, rather than follow this approach.

Alternatively you can trigger the onboarding process manually from a candidate search and select one or many candidates to onboard.

Can I set-up automatic notifications to remind the candidate to complete the onboarding process?

There is no need to, as reminders are included as part of the onboarding process. The onboarding can be manually re-sent if needed to be.

Can or will the payroll manager be notified once a candidate has completed the onboarding process?

A report is included as part of the setup process that will help you find this information. This can be scheduled to send to nominated contacts

Can the process be saved part way through. If so, how do you return?

Yes, as long as the entire step is completed (i.e contacts details/bank/super). It only saves if you move to the next step, it will save the data from the previous step. You need to click to the next step to save.

Can the onboarding documents be branded with my company logo/branding?

Yes, the onboarding process is setup with your logo.

Will FastTrack provide us with training on the onboarding process?

Yes, FastTrack can provide training on how the onboarding process works and will have resources available, such as videos and FAQs to support.

Can the onboarding process be completed on a PC, Tablet or mobile device?

Yes, the onboarding process can be completed on all devices.

What if a candidate doesn’t have an existing fund or is a first-time employee

Candidates have to make a super selection in the onboarding process. If they choose a fund that isn’t already setup in FastTrack360, they then end up in the ‘Change Me’ for payroll to configure the fund in their FastTrack360 environment.

How do I manage different pay companies?

This will be possible, it will use the office code of the job to determine the pay company that belongs to that office.

In which Pay Company will the Payee record be created?

MANUALLY: if it's executed from the Candidate or Candidate Search screens, it will use the Pay Company that is associated with the Office of the Candidate
AUTO: if it's executed from the job order or the referral workflow, it will use the Pay Company that is associated with the Office of the JOB

Can I tailor the onboarding process to suit different states/companies/people?

Unfortunately this is not possible. The Custom Actions that trigger the Payee Onboarding are a global setting that is not able to be configured per brand/office/pay company.

How is the Employment Type set?

Employment Type will be set as a default value for all payees as ‘Change Me’ & process for payroll to check