Using the MYOB Team admin portal

Only users who have access to the payroll features of your MYOB business can sign in to the MYOB Team admin portal.

1. Head to team.myob.com and sign in using your MYOB account details. The My businesses page appears, showing all of your MYOB businesses.

   

2. Click the name of the business you'd like to work on. If you see a message about "Business needs to be upgraded", open your business file in your MYOB software and follow the prompts to upgrade.

3. If anything in your MYOB software needs attention, you'll be notified about what needs fixing and you can click the issue for more details.

After an employee submits their timesheet, it will appear in the MYOB Team admin portal ready for approval. Approving managers can also approve timesheets using the MYOB Team mobile app.

1. If you haven't already, sign in to the MYOB Team admin portal as described above.

2. Go to the Timesheets menu. The Timesheets page appears listing all employees with submitted timesheets.

3. Filter the list as required by choosing a Location, Payroll week, Approving manager or Employee. The Pending approval column helps identify timesheets awaiting approval.

   
   Click a column heading to sort the list by that column.

   You'll see how many timesheets are waiting to be approved in the Pending approval column.

4. To approve all pending timesheets for an employee:

   1. Select the employee.

   2. Click Approve submitted hours to approve the timesheet hours that employees have entered

5. To view or approve individual timesheets for an employee:

   1. Click the dropdown arrow  for the employee.

   2. Select the timesheet you'd like to approve. It will have an Approval status of Pending.

   3. Click Approve submitted hours to approve the timesheet hours that employees have entered

Approved timesheets are sent to your MYOB business file, ready for processing in your payroll.

You can edit a timesheet that hasn't yet been approved.

1. If you haven't already, sign in to the MYOB Team admin portal as described above.

2. Go to the Timesheets menu. The Timesheets page appears listing all employees with timesheets for the current payroll week.

3. Filter the list as required by choosing a Location, Payroll week, Approving manager or Employee.

   
   Click a column heading to sort the list by that column.

4. Click the dropdown arrow  to the right to view an employee's timesheets.

5. Click the ellipsisbutton for the timesheet to be edited and choose Edit Hours.

6. Edit the details of the shift as required.

7. Once you're ready, click Save.

You can delete a timesheet that hasn't yet been approved. Note once a timesheet has been deleted it can't be retrieved.

1. If you haven't already, sign in to the MYOB Team admin portal as described above.

2. Go to the Timesheets menu. The Timesheets page appears listing all employees with timesheets for the current payroll week.

3. Filter the list as required by choosing a Location, Payroll week, Approving manager or Employee.

   
   Click a column heading to sort the list by that column.

4. Click the dropdown arrow  to the right to view an employee's timesheets.

5. Click the ellipsis ... button for the timesheet to be deleted and choose Delete timesheet.

6. At the confirmation message, click Delete.

1. If you haven't already, sign in to the MYOB Team admin portal as described above.

2. Go to the Timesheets menu. The Timesheets page appears.

3. Click Create timesheet. The Create timesheet screen appears.

   

4. Choose an Employee from the list.

5. Choose their Location.

6. Choose the Date.

7. Enter the employee's Start time and End time. This will be displayed as a 24-hour format.

8. Enter the employee's Break start and Break end times. Click Add a break to record additional breaks.

9. When you're done, click Save.

The employee's timesheet will now appear on the Timesheets page.

1. In the MYOB Team admin portal, click the Locations tab.

2. Click Create location. The Create location page appears.

3. Enter the location name and address.

   The Time capture type will be set to Timesheets. This allows your employees use the MYOB Team mobile app to record their time at the end of the day or week.

   Here's our example location:

   

4. Click Save.

Once you've created a location, you'll see it listed on the Locations tab. Click the name of a location to see its details.

Once saved, you can change a location's name and address.

To edit a location

1. In the MYOB Team admin portal, click the Locations tab.

2. Click the ellipsis  for the location and choose Edit location.

3. Update the location as required.

4. Click Save.

To delete a location

Deleting a location removes access to all employee information associated with it, including historic timesheet information. Approved timesheet hours will be stored in your MYOB software.

Instead of deleting a location, consider editing it or making it inactive instead.

1. In the MYOB Team admin portal, click the Locations tab.

2. Click the ellipsis button for the location and choose Delete.

3. Read the displayed message to ensure to understand the implications of deleting a location.

4. Click Delete to delete the location.

1. In the MYOB Team admin portal, click the Employees tab.

2. Click Add employee. A list of employees from your MYOB software appears. If you need to add an employee to your MYOB software, see Adding an employee - NZ.

3. Select the employees you want to add to MYOB Team.

   If an employee you'd like to add can't be selected (their name is greyed out), you need to ensure the employee has a valid email address entered in your MYOB software.

4. Click Add employees.

An approving manager is someone who can approve your employees' timesheets using the MYOB Team mobile app. If you have an employee, like a team leader, who needs to approve timesheets, add them as an approving manager in the MYOB Team admin portal. When you add an approving manager, you'll choose the location they're responsible for. The approving manager will then be sent an invitation to use the MYOB Team mobile app.

You may need to set up the approving manager as an employee

If you'd like to add an approving manager who is not currently an employee, like the business owner, a bookkeeper, or payroll officer, you'll need to set them up as an employee in MYOB Business (go to the Payroll menu > Create employee).

Just create a new employee record for them and enter these details:

On the Personal tab:

• First name

• Surname or family name

• Email address

On the Employment tab:

• Start date

• Employment status

• KiwiSaver status (if you're not actually paying this person as an employee, you can set this to Opted out)

If you don't want this person to appear in your pay runs, enter a Termination date (any date earlier than today) on the Employment tab.

if you don't have, or don't want to use, an existing employee, you can set up a dummy approving manager employee in MYOB Business. Just call them Approving Manager:

You can then add them as an employee in the MYOB Team admin portal as described in task 2 above, then add them as an approving manager to a location.

To add an approving manager:

1. Click the Locations tab.

2. Click a location.

3. From the Select an approving manager list, choose an employee.

4. Click Add and invite. The employee is listed as an approving manager and will be sent an invitation to download the MYOB Team mobile app.

5. If you want to:
   

   • add another approving manager for the current location, repeat from step 2

   • add approving managers to other locations, repeat from step 1.

Once you've added a new employee (see above), you'll need to assign them to one or more locations. This also sends an invitation to the employee to use MYOB Team.

1. In the MYOB Team admin portal, click the Locations tab.

2. Click a location.

3. Click the approving manager.

4. From the Select employee list, choose an employee to assign to the approving manager.

5. Click Add.

6. Click Add and invite. The selected employees will be sent an email with information about downloading the MYOB Team mobile app and getting started.

7. If an employee works at more than one location, repeat these steps for each location.

Accepting the invitation

Once employees download the mobile app, they'll need to create an MYOB account prior to signing in (unless they already have one). They'll do this by clicking Create an account on the sign in screen, then follow the prompts. When creating their account, employees must use the same email address as the one saved in their employee details in MYOB Business.

For all the details on using the MYOB Team mobile app, see this help topic (you might even want to send it to your employees for their reference).

1. In the MYOB Team admin portal, click the Employees tab.

2. Click the ellipsis button for the employee and choose Edit.

3. Change the employee's name and email address as required.

4. Click Save.

If you've changed the employee's email address, an email will be automatically sent to the employee's new email address advising them you've made this change. The email will also advise the employee to create a new MYOB account so they can sign into the MYOB Team mobile app using their new email address.

If you remove an approving manager from a location, the employees assigned to them will also be removed.

1. In the MYOB Team admin portal, click the Locations tab.

2. Click a location.

3. Select an employee or approving manager.

4. Click Remove. The employee or manager (and their assigned employees) will be removed. from the location. If needed, you can now add the approving manger to a different location or assign the employees to a different manager.

1. In the MYOB Team admin portal, click the Locations tab.

2. Click a location.

3. If you haven't already done so, add the new approving manager to the location as described above.

4. Click to select the employee to be reassigned.

5. Click Reassign employee to and choose the new approving manager.

If an employee changes their email address, you'll need to update this in two places:

• your MYOB software (here's more info about this for MYOB Business).

• the MYOB Team admin portal.

To update an employee's email address in the MYOB Team admin portal

1. Open the MYOB Team admin portal (go to team.myob.com and sign in using your MYOB account details).

2. Click the Employees tab.

3. Click the ellipsis  button next to the employee and choose Edit.

4. Enter the new Email.

5. Click Save.

An email will be automatically sent to the employee's new email address advising them you've made this change. The email will also advise the employee to create a new MYOB account so they can sign into the MYOB Team mobile app using their new email address.