Adding employees to the dashboard for payroll assessment systems

Within this video, we'll show you how to add new workers to your scheme.

New workers need to receive their joining communications within six weeks of them joining the company, so it’s important you assess workers through your payroll system and provide them with their joining communications before they are added to the scheme.

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 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 it's important 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 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.

When you’re ready, click the confirm and submit button at the bottom right-hand side of the pop up window.

This is the add worker home screen.

You have the option to add your new workers individually, or if you have 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.

Click 'add worker' in the right-hand side of the screen to start adding the worker details.

There are three pages to fill in when providing new workers' information. Once you’ve completed the first page, hit the continue button at the bottom right-hand side to move to the next page.

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

Once you’ve completed the first page click continue at the bottom right-hand side of the window 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 are more details 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.

This would be the exception.

To claim tax relief on the contributions, we need to capture the worker 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 drop-down menu that lists all nine statuses included in the regulations.

Once you’ve completed the second page, click continue at the bottom right-hand side of the window to move to the results page.

This page displays the next steps and the expected contribution percentages for workers at the left-hand side of the page. Click on ‘save and close’ at the right-hand side of the window to save the worker details.

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 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.

Click the 'import file' button on the left-hand side of the page to move to the next stage.

When creating a new template, you must give the template a memorable name and then map the fields in your file to help the system read the worker information you’re giving us.

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 drop-down list in the second column of the table.

Once you’ve mapped all your fields, click ‘Create template 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 results screen and summarises the information you’ve just imported. You can check that all the workers have been imported correctly and remove incorrectly uploaded workers. When ready, select ‘save workers’ at the bottom 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’.

You’ll then receive confirmation of the workers that have been added and any next steps. Once happy, you can click ‘return to home page’ at the bottom right-hand side of the page to return to the scheme dashboard.

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 auto enrolment dashboard 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.