New Hire Employees

LinkPOS has made new hire employee set up easier and faster for employers through the “New Employee” feature.

Step 1: Send the employee an enrollment email

All Employers

• Employers can start the new employee set up process by logging to to our web portal at linkpos.net and selecting the following: App Settings -> People -> New Employee
• Once the New Employee function is selected, a box for an email address will appear. The employer will enter the new hire employee’s email address, then click the ‘Send Request’ gray box. This will send the new employee an email with a link to begin their employee setup.

• Employers will also see a table on the New Employee setup page, for employees with pending setup status or missing documents. Clicking the “Include Completed Requests” box will add all completed employees to the table.
  • NOTE: LinkPOS does not send out multiple reminder emails once this process has been started; management of New Hire Employee setups is managed at each company’s discretion.
• To view Completed Employee Setup requests, click the “Include Completed Requests” check box

Employees will receive an email within five minutes of the employer entering the employee’s email address on linkpos.net on the New Employee page.

NOTE: if an employee has not received the email, we recommend checking the Spam/Junk folders of the email address the request was sent to.

• The email sender will show as follows: Company Name <registration@linkpos.net> on behalf of Company Name <email address listed for store receipt emails>
• The email title will show as follows: Employee enrollment request from Company Name

• The email will show a company logo, and instruct the employee to click on the included link to begin their enrollment and provide necessary documents (if company is a LinkPOS Payroll Client; Timeclock only clients do not need to provide this information to LinkPOS).
• The email link will open a web browser to a web page for the employee to begin their new hire set up.

TIME CLOCK CLIENT ONLY email sample

PAYROLL CLIENT ONLY email sample

Step 2: Employee enters Information through link provided in email

Timeclock Only LinkPOS Client Employee

The company sending the employee set up request is a Timeclock Only Client, processing their payroll outside of LinkPOS.

• Click the “Start Enrollment” button.
• The employee will enter their first name, middle initial (optional), and last name in the appropriate fields.
• The employee email address will be automatically populated using the email provided by the employer for the enrollment request. It can be changed during this step, if desired.
• The employee / cashier number will be auto populated by LinkPOS. (Employers can later change an employee / cashier number by visiting the employee’s individual Cashier page on linkpos.net after setup is completed.)
• Select “Complete Enrollment”. The employee will see a message “Your store manager has been notified by email that your enrollment is complete. Thank you!”

LinkPOS Payroll Client Employee

The company sending the employee set up is a LinkPOS Payroll Client; the employee will need complete more steps in the set up process, and provide employee documentation to be uploaded.

• Click the “Start Enrollment” button.
• The employee will enter their first name, middle initial (optional), and last name in the appropriate fields. These fields must match the full name provided on the employee W-4 document. (An employer can add a preferred name on the Employee record after employee setup is completed.)
• The employee email address will be automatically populated using the email provided by the employer for the enrollment request. It can be changed during this step, if desired.
• The employee / cashier number will be auto populated by LinkPOS. (Employers can later change an employee / cashier number by visiting the employee’s individual Cashier page on linkpos.net after setup is completed.)
• Employee enters address from complete employee W-4 document, including city, state and zip code.
• Employee enters phone number.
• Employee enters Social Security Number; this field should match the SSNs shown on the employee I-9 and W-4 documents. Format: xxx-xx-xxxx
• Employee enters Date of Birth in the following format: MM/DD/YYYY. Clicking on the field will create a window to select the month, date, and year from. Click the Checkmark at the bottom of the window to save the birthdate selections.
• Employee selects “Next”.
• Employee will be prompted to upload a completed W-4, I-9, and Direct Deposit forms. Upload the first pages of the W-4 and I-9 forms only.
  • Once the file has been uploaded, that form will disappear from the screen
  • Images must be under 2MB in size, and in jpg, pdf, png, or gif format. Images that do not meet these specifications will not be uploaded successfully.
• An employee can leave the document upload page and return to it through the email link later. This allows any employees who haven’t fully completed their documentation, or need to adjust file type/size for upload to do so without restarting the process.
• Employee selects “Complete Enrollment” once all documents are uploaded. The employee will see a message “Your store manager has been notified by email that your enrollment is complete. Thank you!”

Step 3: Employer enters additional New Employee information

Timeclock Only LinkPOS Client Employee

After an employee has completed the enrollment, the receipt email address will receive an email indicating the pay rate needs to be updated.

• Employer opens Employee record through linkpos.net  App Settings  People  Cashiers
• Employer can now edit/save employee permissions
• Employer enters Pay Type for Employee from drop down box (optional)
• Employer enters Pay Rate for Employee in format of xx.xx (optional)
• Click ‘Save’ button to save entries/changes; ‘Reset’ button to reset all entries on Cashier page; ‘New’ to manually enter a new employee
• Note: Employer can terminate employee at any time by entering the Termination Date and saving record.

LinkPOS Payroll Client Employee

• Employer opens Employee record through linkpos.net -> App Settings -> People -> Cashiers
• Employer can now edit/save employee permissions
• Employer enters Pay Type for Employee from drop down box
• Employer enters Pay Rate for Employee in format of xx.xx
• Click ‘Save’ button to save entries/changes; ‘Reset’ button to reset all entries on Cashier page; ‘New’ to manually enter a new employee
• Note: Employer can terminate employee at any time by entering the Termination Date and saving record.

Step 3a: (LinkPOS Payroll Clients ONLY) Notify LinkPOS Payroll Team

• Email payroll@linkpos.com with employee name
  • LinkPOS Payroll Team will review documents uploaded against employee data entry
  • LinkPOS Payroll Team will add withholding and payment information

Step 4: Employer restarts & refreshes LinkPOS App on Store IPad(s)

All Employers

For new employee to show on LinkPOS app Timeclock, please do the following for each IPad at the employer location:

• Close LinkPOS application on IPad:
  • 1. Double tap home button on IPad to minimize all active apps, then swipe the LinkPOS app off the screen to fully close.
  • 2. Tap home button once to return all active apps to normal size.
• Tap LinkPOS app icon to reopen application.
  • 1. Once on log-in screen for LinkPOS app, press blue arrows in lower left of screen to refresh the application and add new employee information to the timeclock.
  • 2. Employee should now appear in timeclock.
• Any questions can be directed to our Support Team via phone: 855-472-3767 option 2, or via email: support@linkpos.com