Onboarding to Smartly

We know that moving from one payroll provider to another can seem a bit daunting. Our team of dedicated onboarding specialists help you through the process of moving from your current payroll process to Smartly without any disruption to your payroll.

Need a bit of extra support? Our Managed Implementation service lets you hand the whole onboarding process over to our team. Saving you from manual data entry.

Getting started with Smartly is easy

Sign up to Smartly
Fill out our sign up form, and we'll call you within one working day to discuss your first payroll date and what else we'll need from you.
Set up your site
Our team will then set up your Smartly site and get an understanding of your payroll requirements, including how your employees are set up and any special requirements.
Data migration
Your onboarding specialist will then work with you to get the payroll information required from your previous system and answer any questions you may have.
One-on-one training
Once your site is ready, one of our trainers will organise an online session to show you how to run a pay, generate reports, enter leave, and more.

Be confident using Smartly from day one

Training and support to get you set up

Our expert trainers will schedule an online session tailored to your first pay run, guiding you through payroll processing, report generation, leave management, and more. Plus, if anyone else on your team needs training, we'll get them up to speed too.

Compliant onboarding

We help to make sure you are compliant from day one. Our onboarding might take a bit longer than other payroll providers, but that's because we're dedicated to setting everything up correctly and tailored to meet your business needs, helping you avoid headaches later on.

Accurate leave calculations

We work with you to correctly calculate your employees' historical leave earnings and load their leave balances in your Smartly site. This is an important step of the onboarding process to make sure your staff are set up correctly and that the right calculations have been applied in the employment context they are intended for.

Onboarding options to suit your business

Onboarding to Smartly is simple, and our team will guide you every step of the way. Prefer to enter your own data? Our DIY option lets you easily input and format your data at your own pace. If you want to save time and feel confident you’re set up correctly – we've got you covered with our Managed Implementation service. Just export your payroll data from your previous provider, and we'll handle the rest.

Frequently asked questions

Getting your Smartly site up and running really depends on a few things - like whether you’re a new business, have leave data to transfer or how big and complex your business is. New businesses can be set up between 2-4 days. If you need to transfer leave data, smaller businesses might be up and running in 1-2 weeks, while larger ones could take 3-6 weeks. Our team will give you a clear idea of your onboarding timeline and keep you updated every step of the way.

Smartly offers two onboarding options:

You format and input your own data – You'll handle the formatting and inputting of your payroll data, including exporting everything from your previous provider, formatting your historical staff earnings and leave information, and entering your employee information into Smartly. If you get stuck, we've got easy switching guides that cover everything you need to know to upload your payroll information and employee data from your old provider. Plus, you'll have free access to set up support when you need it.
We format and input your data for you – Your dedicated customer relationship manager will run your onboarding process for you, with priority support throughout. We’ll help you export your payroll data from your previous provider, format your data, calculate your leave balances and upload all your information into Smartly. Plus, you’ll have access to unlimited free training sessions. Price for managed onboarding varies depending on the size of your business, contact us to find out more.

Once you’ve signed up to Smartly we’ll need a few things from you. If you’ve chosen our automated payroll payments option, we will need you to sign bank and IRD authorisation forms so we can make payments to your employees on your behalf. You'll also need to pull all the data from your old payroll site and then depending on which onboarding option you choose you'll need to enter this information into Smartly or send it through to us and we'll enter it for you.

When transitioning your payroll to Smartly, it's essential to provide 53 weeks of historic leave earnings data for each employee. This information is required to accurately calculate leave rates for your employees and ensuring compliance with the Holidays Act 2003.