What is the Shape Hub?
The Shape Hub is a secure online self-service portal for your employees to access their payroll documents. Employees will have access to following:
P60s (if applicable)
P45 (If applicable)
All documents are available to download in PDF format
How do employees access the hub?
Your employees are invited to access the Shape Hub via secure email. The email will contain a link they can use to log into the hub for the first time. When they do this they will be asked to confirm their date of birth, and create a new password.
Once they have setup, they will login using their email and password. They will see their latest payslip displayed with the date they will be paid, gross pay, deductions and their take home pay. Previous payslips can be viewed in All Payslips.
To start using the Shape Hub you will first need to invite your employees. Once they have signed up they will automatically have access to their payslips from the date you set during the pay run. You can also email your employees from the pay run to let them know they have been paid and a new payslip is available.
Inviting employees to the Shape Hub
From the employee details page, click Hub, you can then add or change their email address before clicking 'Send Invitation'
Once the invitation has been sent, you will be able to Revoke Invitation (in case you have entered the email incorrectly) or Resend Invitation if the employee does not use the link in the invite within two weeks.
Once the invitation has been sent, or accepted by the employee, you can no longer edit the email address for the employee within the Contact Info. It will be greyed out. Only the employee can edit their email address when they log into the Shape Hub.
When the employee has accepted the invitation, they have now been enrolled into the Shape Hub. They can now view and download any previous payslips that has been completed and P60s if applicable.
You can Revoke Access if you no longer want the employee to use the Shape Hub.
Tracking employee invitation status
On the Employees Overview page, there are flags on the employees cards. Here you can easily view and filter the employees.
For the Shape Hub you can select:
Missing Email - only show employees that do not have an email.
Not Invited - no invitation to the Shape Hub has been sent.
Invited (Yellow flag)- You have sent them an invitation but they have not yet signed up.
Active (Green flag) - They are enrolled in the Shape Hub.
Employee has been invited to the Shape hub.
Employee has followed the link and set up their Shape Hub employee account.
Informing employees about the Shape Hub
Within the welcome email there will be a link to view more information about the Shape Hub. You can share this information ahead of time with your employees if you wish so that they are prepared for when you send the invitation: The Shape Hub for Employees.
Issuing payslips to employees
Sending new payslips to your employees
When you start a new pay run, you will be asked the date for when the Payslips are released to the Hub.
This can be earlier than the pay date.
Once you have completed the pay runs, you can notify all employees enrolled in the Shape Hub they can view their payslips.
The date you choose to notify them needs to be the on or before the date you have selected to issue the payslips. Once you have completed a pay run, if you wish to send and notify the employees earlier you can click the tab next to Reports and there will be a change date option.
Any employees not enrolled can still be emailed their payslips. If you have a mixture of employees enrolled in the Hub and some still being emailed, you can notify the employees in the Shape hub first and then send emails to the individuals who have not yet been enrolled. When employees have been notified about the payslips, the computer symbol next to their name will turn green.
The symbols next to the employees name will turn green if you complete the action:
Down arrow - Download payslip
Envelope - Email payslip
Computer screen - employees notified payslip available in the hub.
Sending old payslips to your employees
Once employees have been invited to the portal, any completed pay runs will automatically release the payslips to the employee for them to view and download. No need to go back and send them again.
How much is the Shape Hub?
The Shape Hub is included with all our paid subscriptions at no extra cost. If you have a free account and would like to use the Shape Hub, you will need to sign up for a paid plan. See our pricing plans to see which plan suits your business. Shape Payroll Pricing.