Managing Companies

This article will walk you through the basics of managing companies on SimplePay.

Add a Company

You can add as many companies as you like to a single SimplePay account. This can be done by going to the Profile icon () > Companies > Add Company, and following a 3-step process:

Step 1: Enter Employer Details

The first step is to enter Employer Details such as Trading Name, Address, etc. Please refer to the following article for more information:

• Employer Details

Once you’re done, click Save to move on to the next screen.

Step 2: Create Pay Frequencies

You will need to add at least one pay frequency during the initial setup. More information can be found in the following article:

• Pay Frequencies

You can always add pay frequencies as necessary by going to Settings > Pay Frequencies.

Step 3: Add Employees

There are two ways in which to add employees – individually, or in bulk by uploading a spreadsheet. If you’re using the system for the first time, we’d suggest adding an employee individually before doing so in bulk so that you can get used to the different fields. These two methods are discussed in the following article:

• Add Employees

More information on setting up companies can be found in the following section:

• Company Setup

Working with a Different Company

You can switch between the companies on your profile in one of three ways:

• Hover your mouse next to the company’s name in the top left, and click the switch link that appears; or
• Go to the Profile icon () > Companies, and click on the relevant company; or
• Go to the Companies page, and type in the name of the company you wish to view in the search bar underneath the Companies heading.

Deactivating a Company

Deactivating vs deleting a company

• Deactivating a company will still keep the company and its data available on your account. You can access the company and the data (reporting, tax certificates, payslips, etc.), but you will not be able to process any payroll as deactivating also stops the company from being billed in the next billing cycle. You would need to reactivate the company in order to further process payroll – upon which the company will continue to be billed. This is the safest option when you are looking to remove a company from your profile (billing) but still want to access the data in the event it's required. Please note the in-system information provided on the Deactivate Company screen for any further clarification.

• Deleting a company will delete the company from your account immediately. The company will not appear on the inactive list and will no longer be available on your account; also, you will no longer have access to the company's data. SimplePay can, however, still retrieve the data.

You will be able to deactivate a company by following these steps:

• Go to the Profile icon () > Companies.
• Click on the drop-down arrow next to the company’s name, and select "Deactivate Company".
• Select a Reason for deactivating from the drop-down.
  • If "Other" is selected, you can provide any information in the Additional Feedback field.
• Click Deactivate Company.

Deleting a Company

Tip

If you are processing payroll on behalf of various companies, and a client decides to either have someone else do it or handle it themselves, the company should be transferred out of your account rather than deleted. Please see the following page for more on transferring a company:

• Can I transfer a company to a different profile?

You can delete a company if necessary by following these steps:

• Go to the Profile icon () > Companies.
• Click on the drop-down arrow next to the company’s name, and select "Deactivate Company".
• Tick the Delete company immediately? box – if you would like the company deleted immediately (see the note here).
• Click Deactivate Company, and Confirm.

Retrieval of Deleted Company Data

• A deactivated company will remain on the inactive list for 1 year, after which the company and its data will be deleted. Deleted company data will, however, be kept on our servers for five years.
• Data retrieval can take a few days and will be subject to a fee. Please contact our Support Team for more information.

Viewing and Reactivating Inactive Companies

To view and reactivate an inactive company, follow these steps:

• Go to the Profile icon () > Companies.
• If you have previously deactivated – but not deleted – a company / companies, there will be a View Inactive Companies? toggle at the bottom of the screen. Toggle that on.
• Click on the drop-down arrow next to the name of the company that has been deactivated, and select "Reactivate".
• Click Confirm.