Skip to content

Frequently Asked Questions

Can I enable Self-Service for all my employees automatically?

Auto-enable Self-Service is a new feature; please feel free to provide feedback by clicking on the NEW label.

Yes, you have the option to auto-enable Self-Service for your employees.

You can do so as follows:

  1. Go to Employees > Self-Service > Settings > General.
  2. Tick the Auto-enable Self-Service box.
  3. Click Save.

Auto-enabling Self-Service for all companies

The method described above is to auto-enable Self-Service for a single company. However, you can also auto-enable Self-Service for all companies in your account or client group at once – saving you the hassle of doing so for each individual company.

More information is available here.

Turning off auto-enabling

If you have chosen to auto-enable Self-Service for all the companies in your client group (see the tip above), but you don't want it auto-enabled for one of the companies, you can do the opposite of step 2 above, i.e. uncheck the Auto-enable Self-Service box.

Once this is set up, Self-Service will automatically be enabled for an employee when you enter their email address, either on the Employee Users tab (under Self-Service) or on an employee's Basic Info page, even if the Enabled checkbox on the Employee Users tab is unchecked.

Since you can't enable Self-Service on the Basic Info page directly, the auto-enable feature is particularly useful when you add a new employee and enter their email address on their Basic Info page. There will be no need to manually enable Self-Service for them. Please refer to the Basic Info help page for more information.

Changes to email addresses

  • If you entered an email address for an employee before auto-enabling Self-Service, you will need to manually enable Self-Service for the employee.
  • If you update/change an existing email address, this will not trigger the auto-enabling of Self-Service. It is only the entering of an email address for an employee who didn't have one that will trigger the auto-enable.
Why am I getting an error saying that options have been removed when approving a claim?

Some items available for employee claims will have multiple options. If you edit these options after an employee submits a claim, you may not be able to approve the claim. See the two scenarios below.

  1. The claim has fewer options than what's currently available on the payslip: You can still approve the claim as there is no concern that the options applicable to the claim might not be available on the payslip.
  2. The claim has more options than what's currently available on the payslip: You cannot approve the claim as one or more of the options applicable to the claim are no longer available. You need to ensure that all the claim options are available on the payslip.

See the Travel and Subsistence Allowance (system item) example below.

Enabling the system item for employee claims

A travel and subsistence allowance has seven options for claims. When adding the item to a payslip, you need to select the applicable options. See the Travel and Subsistence help page for details on adding the travel and subsistence allowance item.

You would then enable the travel and subsistence allowance for employee claims, and employees would be able to submit claim requests. See the Claim Requests help page for details on enabling the claims feature.

Example

For this example, let's say that you selected Travel (Vouched) and Emergency Travel. An employee then submits a claim for both the options.

Scenario 1: After the employee submits a claim, you add a third option, Subsistence (Vouched), to the travel and subsistence allowance regular item on the payslip.

  • You can still approve this claim as all the claim options are still available on the payslip, but the claim just does not have the additional (Subsistence (Vouched)) option included.

Scenario 2: After the employee submits a claim, you change the travel and subsistence allowance on the payslip to have only the Travel (Vouched) option.

  • You will not be able to approve this claim as only one of the two claim options is available on the payslip. You will receive an error message stating that the option has been removed.

To correct this, you must follow the travel and subsistence allowance steps referenced above, and ensure that all applicable options are selected. You should then be able to approve the claim. See the Actioning Employee Requests help page for details on approving claims.