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Setting up a New Employee

Setting up a new employee in your Shape Payroll account only takes a few minutes.

Before you start gather as much of the following information as possible: Employee Name, Address, Date of Birth, Gender, National Insurance Number.

Your employee should provide you with a P45 from their last job. If not, you will need to find out if they have/had another job or pension this tax year and you should use the HMRC starter checklist.

Adding a New Employee

To set up a new employee you have a few ways:

  • Click Employees in the side menu

  • Select the + New Employee button on the top right of the screen.

The employee page

Or

On the homepage, in the Employees task box, select Register a new employee now.

The homescreen with all areas displayed.

Register New Employee

Both open a Register New Employee starter wizard which takes you through the details needed to set up your employee.

Register a new employee - name section

If your employee later provides you with a P45 you can rerun the final part of the process by clicking ‘Rerun Starter Wizard’ from the drop-down menu at the top right of the employee’s screen.

Migrating from another software provider

Follow our guide migrating from another software provider.

HMRC Further Guidance

  • Tell HMRC about a new employee

  • Starter Checklist - printable and online versions available.

  • Late P45 or starter checklist - what to do if the employee supplies a late P45 or starter checklist.

  • National Insurance Rates and Contributions - make sure you are selecting the correct NI category

  • Rates and thresholds for employers 21-22

Help Categories

Getting StartedMy AccountThe Shape HubCompany SetupPay Run SettingsPensionsNest IntegrationEmployeesAdd an EmployeeNew EmployeeStarter WizardNew Starter FormHow to apply a PAYE noticeMigrating EmployeesEditing an employee Tax codesNational Insurance CategoriesStudent LoansEnd an EmploymentLeaversHMRC NoticesDirectorsComplete a Pay RunPayment TypesReportsRTI SubmissionsHMRC PaymentsHMRC RTI ErrorsYear EndCIS Stop Being An Employer

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