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Enabling Self-Service

Self-Service lets your employees access their payslips, submit leave and expense requests, and download tax certificates – all without needing your help.

Before You Start

You'll need:

📚 How-To Guides

How to enable Self-Service

Auto-enabling Self-Service

Please read this page to find out how to auto-enable Self-Service for your employees.

If you already have employees added to your company, and then Self-Service is auto-enabled:
  1. In the left sidebar, click Employees, and then click Self-Service.
  2. Enter an email address for any relevant employee who doesn't have one yet.
  3. Tick the relevant boxes under Enabled, or click All to select everyone at once.
  4. Click Save.

The system will email them an activation link.

If you’re adding a new employee when Self-Service has already been auto-enabled:

An activation link will be emailed to them automatically once you add their email address on the Basic Info screen, and click Save.

If you don't have Self-Service auto-enabled:
  1. In the left sidebar, click Employees, and then click Self-Service.
  2. Enter each employee's email address next to their name.
  3. Tick the relevant boxes under Enabled, or click All to select everyone at once.
  4. Click Save.

The system will email them an activation link.

Releasing of payslips

The system will automatically release any unreleased finalised payslips to an employee’s Self-Service profile once Self-Service has been activated for them.

How to re-send activation emails:

  1. In the left sidebar, click Employees, and then click Self-Service.
  2. Under Last Activity, click Re-send activation for the relevant employees.

The system will email them an activation link.

📌 Quick References

Setting Self-Service Auto-Enabled Self-Service not Auto-Enabled
Email field Must be valid format (sample@abc.co.za). Must be valid format (sample@abc.co.za).
Enabled checkbox Not needed (is ticked automatically) – for email addresses entered after auto-enabling. Must tick manually.
Save button Sends activation email automatically once you enter email address under Basic Info, and click Save. Sends activation email when you tick any box under Enabled on Self-Service screen, and click Save.
Re-send activation Available on Self-Service screen, after initial setup. Available on Self-Service screen, after initial setup.

FAQs

Can I enable Self-Service for multiple employees at once?

Yes. There are two options:

  1. In the left sidebar, click Employees, and then click Self-Service. Enter an E-Mail for the relevant employees, tick the applicable boxes (or tick All to select everyone), and click Save.

  2. If Self-Service is auto-enabled: In the left sidebar, click Employees, and then click Bulk Actions. Under Informational Inputs, click Essentials. Complete the Email column, and click Save.

The system will email them an activation link.

Will employees know when I enable Self-Service for them?

Yes. When you click Save on the Self-Service screen, SimplePay sends an activation email to every employee you enabled (as long as they have an email address in the relevant field).

Alternatively, if you have auto-enabled Self-Service, an activation link will be emailed to new and existing employees once you save their email address on their Basic Info screen.

How long does the activation link stay valid?

It stays valid for 48 hours. If it expires, you can resend the activation link:

  1. In the left sidebar, click Employees, and then click Self-Service.
  2. Under Last Activity, click Re-send activation in the relevant row.
Can I disable Self-Service for an employee later?

Yes. In the left sidebar, click Employees, and then click Self-Service. Untick their box, and then click Save.

How do I check if an employee has activated their account?

In the left sidebar, click Employees, and then click Self-Service. If the employee has logged in, you’ll see their last login time under Last Activity.

If you see Re-send activation, it means that they haven't activated their account yet.

What if my employee didn't receive the activation email?
  1. Ask them to check their junk or spam folder.
  2. Verify that you've entered the correct email address.
  3. Re-send the activation on the Self-Service screen (click on Employees, then Self-Service).
What if the activation link has expired?
  1. In the left sidebar, click Employees, and then click Self-Service.
  2. Under Last Activity, click Re-send activation in the relevant row.

The system will email them a new activation link.

What happens if I change an employee's email address and they can't log in?

Follow these steps:

  1. In the left sidebar, click Employees, and then click Self-Service.
  2. Remove the employee's email address, untick the box, and then click Save.
  3. Re-enter their email address, tick their box, and then click Save.

The system will email them a new activation link.