Adding employees to the dashboard for full run systems

Within this video, we'll show you how to add new workers to your scheme. New workers must receive their joining communications within six weeks of them joining the company, so it's important you add new workers to your scheme on a frequent basis. Depending on how frequently you have new workers you may want to repeat this process a couple of times a month.

To start the process of adding a new worker click on the Add Workers tile on the right-hand side of the page. Before you add any new worker details, you'll need to read the pop-up message that appears on the screen, confirming that any new workers joining the scheme are doing so in line with our requirements and the eligibility criteria. As the employer or administrator for the scheme, it's your responsibility to tell us if any of these details are wrong.

When you're adding new workers, you need to complete all the details as best you can, including their full names, date of birth, and National Insurance number. If you don't have all these details to hand, you can add this in once the plan is live by editing the workers details.

It's important you provide these details as it can affect how contributions are applied to the plan and pension projection calculations.

We need to tell you this as failure to provide this information can result in us cancelling the plan and making the plan paid up.

Click Confirm and Submit on the bottom right-hand side of the pop-up window to continue.

This is the add worker home screen. You have the option to add your new workers individually or if you've multiple new workers joining you can do this via a CSV file. We'll show you how to do this both ways, starting with how to add them individually first.

Click on the Add Worker button on the right-hand side of the page to continue.

There are three pages to fill in when providing new workers information.

When you're completing their personal details, you must tell us both their full first names and surname. It can't be just their initials.

Once you've completed the first page, hit the continue button at the bottom right-hand side to move to the next page.

We encourage you to give us a workplace or personal email address for your worker, so we can keep them up to date with important information about their plan.

It's important you tell us the National Insurance number for each new worker joining your scheme, as we need this before we can claim tax relief on their contributions. If you don't have their National Insurance number, leave the field blank. You'll then need to add this into their details as soon as you can. There's more detail about how to do this in our other videos.

If your worker doesn't currently have a National Insurance number, for example, because they recently moved to the UK, you can indicate this and then provide the reason why they don't have one. We would expect this to be the exception.

You should make sure that you've included the worker's first gross pay in the earnings and pay reference period field.

If you've not paid them yet or their pay is variable because of the hours they work, you can enter an estimated amount. We need this information to ensure that we issue the correct communications for your workers within the six-week timescale set out by the Pensions Regulator. To claim tax relief on the contributions, we need to capture the worker's status.

In nearly all cases, we'd expect this to be employed. But if self-employed earnings or pension income was an individual's primary source of income, this can be captured in the dropdown menu that lists all nine statuses included in the regulations.

Once you've added the new worker details, click on Save and Close at the right-hand side of the page.

Before you can complete adding your new workers, you need to confirm that all the information is correct in the pop-up window that appears, click yes to continue. If you need to change any of the details you've entered, you can click no.

Once you've done this, you'll see a summary of the workers you've just added and if there's any missing details, you'll also be able to see details of those workers you've recently added.

If you need to add more new workers, you can click on the Add Worker tab at the top and repeat the process.

That's the end of how to add workers to the scheme individually. We'll now show you how to add workers to your scheme via a CSV file.

Before you can add new workers in this way, you'll need to prepare your CSV file and save this somewhere where you can easily access it from.

When you're ready to add new workers in this way, click Import File on the left-hand side of the page.

You now need to import your saved file by clicking on browse at the top of the page, and then select the template required.

When you import a CSV file for the first time, you'll have to create a template to add new workers and map your fields correctly.

If you don't have a template, you can create a new one by selecting the Create New Template box just below the file name at the top of the page. Some fields may be mapped automatically. For example, their name and date of birth, but you'll need to map the rest. It's important you map all the information in your CSV file.

To map, select the details from the dropdown list.

Once you've mapped all your fields, give the template a name in the box at the top left-hand side of the table. Then click the Create Template button to import the file at the bottom right-hand side of the page.

The file has been imported. If there's an error message, a link to the error file will be provided. To find out what the error is, click the link in the message error.

This time the file upload is successful. Click continue at the bottom right-hand side of the page to move on to the next stage.

This is the check detail screen and summarises the information you've just imported. You can check that all the workers have been imported correctly. You can also let us know if any workers are classed as non-workers or are paying into another qualifying scheme with you.

When ready, select continue at the bottom right-hand side of the page.

This is the result screen. It gives a summary of the newly imported workers. It shows the number of workers who will be imported and any with missing information. If you're happy to continue importing, click Save Workers at the right-hand side of the page.

Before you can complete adding your new workers, you need to confirm that all the information is correct in the pop-up window. Click yes to continue. If you need to change any of the details you've entered, you can click no.

This is the next step screen that tells you about any tasks you'll have to complete to meet your duties for the new workers. Once you're happy with these next steps, click Return to Home page at the bottom right-hand side of the page to return to the Scheme Dashboard page.

Tasks will automatically be created for any outstanding activities, such as workers with missing National Insurance numbers. You can find more information on how to complete tasks like updating workers with missing information in our other videos. You can see a summary of your tasks on the dashboard, and you can access the detail by clicking on the tasks tab at the left-hand side of the menu bar situated at the top of the page.

Thank you for watching this video. If you have any queries about adding new workers to your scheme, please speak to your Royal London Servicing Team.