Product update

Product Updates on the go!

We’re excited to launch the AI-generated podcast version of our Product Update. Whether you’re commuting, grabbing coffee, or taking a break, you can listen anytime, anywhere, and catch up on all the latest features, enhancements, and need-to-knows while on the go. From May, we’ll provide you with a podcast for every Product update.

Listen here and stay updated with the latest feature releases for May.

Screen conversion – Leave Scheme Setup

The Leave Scheme Setup screen was converted to NextGen, marking both a key milestone in our ongoing journey towards modernising all screens and a crucial first step in converting the Leave Scheme Parameters screen to NextGen with enhancements that will introduce various benefits.

Pacey – French Language Option

French is now live on Pacey, marking another step forward in our mission to create an inclusive global payroll experience. As we introduced Portuguese (Brazil) as our first additional language option, French speaking users will now have the option to engage with Pacey in French (Africa).

Run Management – Updates to Validation Restrictions

As part of the recent Payslip Pay Dates (Run Management) screen conversion, we’ve introduced validation changes that give you more flexibility and control over managing your payroll cycle.

You can now perform the following actions with fewer restrictions:

• • Close runs in any order: You’re no longer required to close payroll runs sequentially. Runs can be closed in any order, regardless of their run order number or pay date. Note: As best practice, it is always recommended that runs are opened and closed in sequence. However, under exceptional circumstances where runs aren’t closed in their sequential order, i.e. when processing corrections for previous runs, we’ve ensured that automations are built to recalculate your MTD or YTD values only in the next open period.
  • Adjust interim run order: Change the run order of interim runs to occur before already closed runs.
  • Modify pay dates freely: Pay dates can now be updated without being restricted by other runs in the sequence

Coming Soon

Custom Fields – Ability to Assign Custom Fields to Relevant Tabs

Previously, when creating custom fields for screens with multiple tabs, users couldn’t specify where the field should appear. As a result, all custom fields were added to the first tab by default.

We’re working on an enhancement that will be introduced to the Custom Field Configuration screen. This enhancement will grant users the ability to assign custom fields to a specific tab using the new Field Area dropdown, allowing for a more intuitive user experience. This means that users can add custom fields to relevant tabs where they are better suited to align information captured on screens.

Screen Conversion – Other Dropdowns

The Other Dropdowns screen, found under the Dropdown Management menu, is being converted to NextGen.

Classic Screen:

NextGen Screen:

Here are some of the enhancements you can look forward to from this screen conversion:

• We’re adding API for each dropdown option on this screen.
• Search and filtering capabilities have been added to the grid display for each dropdown option to allow users to search for specific information or filter the grid according to their criteria.

Please note: The Attachment Classifications and Employee Request Type previously found on the Other Dropdowns screen will be moved to a separate screen.

Feature Spotlight

Onboarding / Termination Notifications

Stay one step ahead and make every hire and exit seamless by using the Onboarding / Termination Notifications feature. This feature allows you to create email notifications for a specific org unit when staffing changes occur. Whether you’re welcoming a new team member or processing a termination, you can send email notifications to the right people, keeping everyone in the loop and ready to act.

Need to notify multiple recipients? No problem! You can also personalise each recipient’s email with specific instructions or details depending on the recipient, ensuring the right message gets to the right person, every time.

Create an Onboarding /Termination notification in 4 easy steps:

1. 1. Choose the Org Unit the notification applies to.
   2. Select the process type—Onboarding or Termination.
   3. Add one or more recipients.
   4. Customise each notification with the information or actions each recipient needs.

Customer Support Talk Newsletter

Check out the Support Talk Newsletter for a quick reference to the latest news, tips and tricks.

Read now

PaySpace Training

Training dates for the next quarter

Screen conversion – Payslip Pay Dates

The Payslip Pay Dates screen has been converted to NextGen and renamed to Run Management.

Along with the name change, you can also look forward to these user experience enhancements:

• • Quick Access to Key Runs: Easily view your most recent open, closed and upcoming(future) runs with the option to expand upcoming runs for more details.
  • Run Status Management: Update a run’s status on the grid directly from the Status dropdown menu without needing to edit the run.
  • Add Interim Runs to Closed Main Runs: You’ll now be able to add interim runs to previously closed Main Runs, not just the most recent one.
  • Run Cycle Excel Report: A new Run Extract report will include all run cycles shown in the grid providing an overview of the run cycle for the selected frequency and if filters are applied, only the filtered results will appear in the Excel file.

• • New Slide-Out Window: A slide-out menu will be used when adding or editing a run, providing a slick user experience.

New Proration Method – Prorate using roster working days

We’ve added a new Proration calculation method to the Calculation Settings screen: Package / Actual roster working days per period x Working days per roster.

Applying this proration calculation method will prorate an employee’s package based on the working days setup on the Roster the employee is linked to and the actual days they’ve worked according to the roster working days.

Calculation Setting – Mid-period package increase

By default, when employees receive package increases in the middle of a pay period the system will apply the new package for the entire period.

The “Prorate Employee Mid-Period Package Increases” setting will automatically calculate an employee’s package based on the days worked at both the old and new package value, using the selected company proration method reducing the risk of errors in manual payroll calculations.

Example

Customisable Grid Display

We’ve introduced a new Column Chooser feature that gives you greater control over how your grid screens are displayed. In the past, the columns shown on grids were fixed and you could only filter data by applying visibility conditions.

Now, with the Column Chooser, you can customise your view by selecting which columns appear by default offering more flexibility to personalise your workspace.

Company Public Holiday Bulk Action

We’ve created a bulk action for the swift upload of Company Public Holidays.
The Public Holidays bulk upload is available under the Leave Administration section of the Bulk Actions screen.

The template for Company Public Holidays includes the following fields:

Users will have the following capabilities:

• • Download pre-populated sheets for easier yearly updates.
  • Add, edit and delete Public Holidays using the bulk action.
  • Apply a single upload template across multiple companies with shared public holiday schedules.

Coming Soon

Screen Conversion – Company Roster Schedules

Development is underway to convert the Company Roster Schedules screen to NextGen.

Here’s what you can expect from the screen conversion:

• • Quickly find shift details for any selected roster using advanced search and filtering options.
  • Easily navigate through your shift details with infinite scrolling, eliminating the need to paginate – giving you quick access to all relevant information.
  • Automatically generate shift patterns that span across the year with a convenient calendar view that shows your rostered hours at a glance.
  • Company Rosters will also be incorporated into your Basic Pay proration and leave calculations.

Feature Spotlight

Dynamic Form Builder

Did you know that the Dynamic Form Builder, found under the Custom Screens & Fields Configuration menu allows you to fully customise onboarding templates to suit your organisation’s unique needs? This feature helps streamline your onboarding process by capturing all the essential details of new employees on a single, easy-to-use form. Whether you’re onboarding seasonal or permanent staff, you have the flexibility to create tailored forms for each type of employee.

The best part? This feature is available at no extra cost to you! You’ll only need to be on Premier or Master edition to use it.

The Dynamic Form Builder offers you the ability to:

• • Create multiple onboarding templates within the company tailoring each to the organisation’s needs.
  • Mark specific sections as optional or required, ensuring you capture only the most important information.
  • Make certain fields mandatory to ensure essential information is collected.
  • Pre-fill fields with default information and configure visibility conditions to show or hide fields based on certain criteria.
  • Rearrange the order of entities and fields on onboarding forms easily using drag-and-drop.
  • Add your Custom Forms or Fields into the template to form part of your onboarding.

Deel Local Payroll Webinar

We held a virtual webinar that gave an exclusive first-hand look at our future enhancements and upcoming product features planned for our roadmap.

If you missed it, don’t worry -we’ve got you covered.

Click here to catch up with the full webinar recording.

Customer Support Talk Newsletter

Check out the Support Talk Newsletter for a quick reference to the latest news, tips and tricks.

Read now

PaySpace Training

Training dates for the next quarter

DFB – Onboarding Template Enhancements

Draft Auto-Save Functionality

Previously, when users captured details for a new employee using the onboarding templates created on the Dynamic Form Builder and navigated away, logged out or experienced a session timeout, the details captured were not saved.

We’ve introduced a draft auto-save function that will retain details users have captured on the page, allowing them to resume where they left off.

Add New Employee – Custom Onboarding Template Bulk Upload

We’ve also added the ability to upload employees via Bulk Action using onboarding templates created on the Dynamic Form Builder.

When custom onboarding templates are enabled on the Dynamic Form builder, users will be presented with the option to upload their custom onboarding templates in bulk or, using the system default, add new employee template.

For South African customers on Lite, both the system default template and Quick Add template are available for selection.

Access to Tax Breakdown on ESS

Last year, we gathered your feedback on allowing ESS users to download their Tax Breakdown directly from the Employee Self-Service portal. Based on your input, we’ve allowed employees to access and download their Tax Breakdown from the Other Actions dropdown menu.

For companies that prefer restricting access to the Tax Breakdown, we’re introducing a new General Setting: Hide Tax Breakdown on Payslip Screen for ESS Users.

Enabling this setting will remove the Other Actions dropdown from the ESS payslip screen, preventing ESS users from downloading their Tax Breakdown.

Leave Priority – Leave Cancellation

When companies have multiple leave buckets per leave type and employees apply for leave using leave priority, the leave days are deducted from the leave balance based on the order set for each bucket.

When an employee cancelled their leave, these days were automatically returned to bucket 1. We’ve enhanced this process so that when an employee cancels their leave application, the leave balance is returned to the specific bucket from which the leave was originally taken.

For example, if an employee has no leave balance in bucket 1, the leave days will be deducted from bucket 2 and when the employee cancels leave, the days will be allocated back to bucket 2.

Coming Soon

Company Pay Frequency – Apply Payday changes to future runs

When changes were made to the payday of an existing pay frequency, those changes only applied to the next generated tax year. As a result, users had to manually update the pay dates for each future pay run within the current tax year on the Company Payslip Pay Dates screen.

We’re updating this process so that when changes are made to the Payday or If payday falls on a weekend or public holiday fields, these changes are automatically applied to the next future runs going forward eliminating the need to update the pay dates manually.

Once a user chooses to update the payday options of an existing frequency, they’ll be directed to the run preview screen to confirm the payday changes.

NextGen Reports – Stats SA Breakdown

We’re creating a Stats SA Breakdown Report, designed to provide a detailed overview of employee information for users to review and verify employees that are included or excluded from the Stats SA report. With this report, users will be able to conduct their own investigations to confirm employee data reported on in the Stats SA report.

Stats SA Breakdown Report layout

Screen conversions – Company Leave Setup

The Leave Scheme setup and Leave Scheme Parameters screens are being converted to NextGen. Here’s what you can expect from the conversions:

Leave Scheme Setup

• Leave Schemes will now be displayed in rows, enabling inline editing for quick and easy updates to leave scheme details.
• A new toggle switch will be available, allowing you to show inactive leave schemes, which are hidden by default for a cleaner and more efficient view.

Leave Scheme Parameters

• A new copy function has been added, making it easier to duplicate Leave Type records without the description field. A slide-out confirmation screen will appear to confirm the action.
• A toggle switch has also been added to this screen, allowing you to show inactive leave schemes, which are hidden by default for a cleaner and more efficient view.
• Configuration options for Leave Types will now be available through a slide-out menu, providing a seamless user-experience.

Feature Spotlight

Training Courses

PaySpace offers a Human Resource module that helps administrators maintain employee training. The Training Courses screen allows administrators to create, schedule and manage company training courses.  Moreover, employees can also view and enrol for upcoming courses via ESS on the Training Calendar screen.

Key benefits of using the Training Courses screen:

• Training records and training related information is stored centrally on the system and can be accessed at any time.
• HR Managers can easily track employee participation, progress and completion of courses by downloading training reports on the system.
• Employees can conveniently enrol for training courses through the system and view training course information for upcoming courses.

Head over to our  Knowledge Base for more information on company Training Courses.

Customer Support Talk Newsletter

Check out the Support Talk Newsletter for a quick reference to the latest news, tips and tricks.

Read now

PaySpace Training

Training dates for the next quarter

Screen conversion – User Org Unit Permissions

The User Org. Unit Permissions screen has been converted to NextGen. This is a significant milestone in our NextGen project, as it means that all screens under the Security Menu are now in NextGen.

As part of the screen conversion, we’ve introduced several usability enhancements to improve your experience:

• • Enhanced overview: We’ve added additional columns such as Employee number, Status and Allow Access for quick reference.
  • Filtering Capabilities: Easily filter to see active users only or search for a specific user by any of the columns.

• • Toggle for Access Control: On Classic, selecting all Org Units meant that a user would only have access to employees linked to a Position record. A new toggle switch is available that lets you easily manage access to employees. Switching it on selects all Org Units to grant access to all employees including those without a Position record (i.e. employees not linked to an Org Unit). Switching it off allows you to allocate specific access instead using the Access Icon.

• • Organised Access Allocation: The Allocate Access page is now organised into two separate tabs for Org Units and Regions permissions respectively.
  • Quick View of Selections: We’ve created a quick view section to the right of the screen of the selected Org Units or Regions to make it easy for you to see what access the selected user has.

Security Settings – Inherit Parent Org Unit Access

We’ve also made an enhancement to the way security access is managed for newly created Org Units. The button that was previously available on the Classic screen has been removed and in its place we’ve introduced a new Security setting: Inherit the same security access as the parent unit when a new org. unit is added within the Organisation Hierarchy structure.

When this setting is enabled, any new child Org Units created on the Organisation Hierarchy Units screen will automatically inherit the same security access as their parent Org unit. For example, if a user has Org Unit permissions assigned to a Department, any new Cost Centre added under that Department will automatically inherit the same permissions.

This means that whether you grant access to specific Org Units per parent level regardless of parent level permissions or apply permissions to all child Org Units based on parent level permissions, you’ll have flexibility to manage security access according to your needs.

Employee Terminations – Warning for Components with Arrears

We’ve added a new warning on the Tax Profile and Terminate and Reinstate bulk action to notify users if the employee has any outstanding arrears payments when processing a termination.

On screen warning example:

Bulk upload warning example:

Add New Company enhancement

The Add New Company workflow has been enhanced to simplify the company onboarding workflow process. A dropdown menu has been added at the start of the workflow, allowing users to select the appropriate Tax Authority for the new company.

Once selected, the screen will update to show relevant fields for the selected Tax Authority simplifying the workflow by ensuring that users are only presented with fields and options relevant to the selected Tax Authority and fields are localised according to the country selection.

Coming Soon

Customisable Grid Display

We’re currently working on an enhancement that will allow users to customise the grids on any screen. Currently, the columns displayed on these grids are fixed and users can only apply visibility conditions to filter specific data. With this enhancement, users will be able to select which columns they want to see by default and re-order them accordingly, offering more flexibility to personalise their workspace.

Example of grid on User Profile screen:

Example of Column Chooser:

Screen conversions – Payslip pay dates

The Payslip Pay Dates screen is being converted to NextGen. Once in NextGen, it’ll be known as the Run Management screen.

Along with the name change, you can also look forward to these usability enhancements:

• • Add Interim Runs to Closed Main Runs: You’ll now be able to add interim runs to previously closed Main Runs, not just the most recent one.
  • Run Cycle Excel Report: A new report will include all run cycles shown in the grid and if filters are applied, only the filtered results will appear in the Excel file.
  • New Slide-Out Window: A slide-out window will now appear from the right, providing easier access to Run Management options.

Calculation Setting – Mid-period proration

By default, when employees receive package increases in the middle of a pay period the system will apply the new package for the entire period.

We’re developing a new Calculation Setting: Prorate employee mid-period Package increases this new setting will automatically calculate an employee’s monthly package based on the number of days at the old package value and the new package value, using the selected company proration method. Automating this process reduces the risk of errors associated with manual payroll calculations.

Feature Spotlight

Ideas Portal

You’re integral to our continued innovation and your input and ideas help shape the future of our product. If you’ve had an idea for a new feature, you can visit our Ideas Portal to share it! Our Ideas Portal is where you get to submit your suggestions or vote for existing ideas you’d like to see brought to life. That’s not all! You can also view ideas that have been voted for the most, view ideas that are in development and ideas that have been released.

Sharing your input is easy:

To submit an idea

1. 1. Click on your initials in the top-right corner of the screen.
   2. From the dropdown menu, choose Ideas Portal.
   3. Select the option to Submit an idea and fill in the details of your suggestion.

Vote for an idea

• • Click on your initials in the top-right corner of the screen.
  • From the dropdown menu, select Ideas Portal.
  • Browse through the ideas and click on the voting card for the feature you’d like to support.

Product User Group Sessions March 2025

All users are invited to attend of the interactive sessions that we will be hosting, giving you the opportunity to contribute insights, and for you to engage with our product experts.

Our next User Group sessions are scheduled for March and we’d love for you to join:

Customer Sessions – Provides customers the opportunity to interact and actively engage with our product experts in in-person sessions. These sessions are tailored to the customer’s experience.

• • Cape Town                                       Friday, 7 March
  • Johannesburg                                 Tuesday, 11 March

Business Partner Session – allows business partners to interact and actively engage with our product experts. This session is tailored to the business partner’s experience.

• • Business Partners                            Wednesday, 12 March

Product Webinar – Provides our direct customers who aren’t located in user group session areas the opportunity to a detailed look into the latest and upcoming features.

• • Product Webinar                             Friday, 14 March

Message from the Product Team

Cheers to 2025

Welcome back to all our valued customers and partners. As we embark on 2025, we’re excited to work alongside you to drive innovation and reach new milestones.

We can’t wait to accomplish even greater things with you and we wish you a prosperous and fulfilling year.

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

Screen conversion – Pay Rate Categories 

The Pay Rate Categories screen has been converted to NextGen and we’ve introduced the following usability enhancements:

• • As part of the screen conversion, we’ve introduced an API endpoint for the Pay Rate Categories screen now available in the API documentation.
  • The Default Pay Rate Value is now shown on the screen, giving users a convenient overview of the pay rate value associated with each Pay Rate Category.

Additional value descriptions have been moved to a separate tab that is displayed at the top of the screen, which allows users to reorder descriptions using drag and drop motion.

Copy Payroll Components

The new Copy Payroll Components feature has been designed to simplify the process of setting up identical payrolls. The Copy Payroll Components accessible under the Config > Payroll > Payroll Config menu enables users with relevant security permissions the ability to seamlessly copy and sync payroll components across different frequencies within a company or across multiple companies within a group. This feature is especially necessary in scenarios that require identical payroll setups across companies or frequencies, improving processing time.

This game-changing feature means that users can copy components from the source (Company A or Frequency A) to the destination (Company B or Frequency B)

Copy Payroll Components feature will allow users to perform the following actions:

• • Copy component setups across companies that have the same tax authority and are within the same group.
  • Copy and sync component setups across frequencies regardless of the frequency type i.e. Weekly to Monthly.
  • Copy advanced payroll component setups, this includes component income base (except company specific references i.e. Leave Setups) and settings as configured under extra options.
  • Component settings as configured on the General Ledger Parameters screen (except for fields that are General Ledger specific)

Unlimited WhatsApp ESS conversations with Pacey

Meta has updated its pricing structure, and you get the benefit:

• • Employee-initiated conversations are now unlimited, at no extra cost.
  • Only pay for business-initiated conversations, capped at 5 per employee per month. Our data shows that this cap is more than sufficient.

More value and convenience, without additional charges. Pacey lets your employees manage their HR needs while reducing admin overload for your HR team.

Using Pacey? Get in touch if you have any questions.

Not yet using Pacey and would like to learn more about this feature? Contact us to add Pacey.

Generating runs for previous Tax Years

During the implementation process, companies often need to load financial data for previous tax years. However, when creating a new pay frequency, the “First Pay Period” date picker restricts users to dates within the current tax year. As a result, only payroll runs within the current tax year can be auto generated and any backdated runs for previous years require manual intervention.
We’ve removed the restriction on the “First Pay Period” date picker to allow users to select dates from prior tax years. This change will enable the auto-generation of payroll runs for previous tax years without the need for manual intervention.

Example of Run Preview:

Leave Balances – Display Leave Scheme Name and Effective Date

We’ve simplified the process of confirming an employee’s leave scheme and effective date by displaying this information directly on the Leave Balance screen. This enhancement eliminates the need to navigate to the Leave Setup screen, making it quicker and easier to access these key details without leaving the Leave Balance screen.

Bulk Actions – Include Future Dated Employees

We’ve enhanced the Bulk Actions screen to include employees with future dated employment dates when loading Bulk Actions data.

How it worked previously:

When employees with future dated employment dates were onboarded, their data did not appear on the Bulk Actions screen. This prevented administrators from processing bulk changes (such as updating tax profiles) for these employees before their official start date.

How it works now:

The Bulk Actions functionality will now include employees with future-dated employment dates when retrieving bulk upload data. This means that administrators can now process bulk action changes on employees whose official start date is in the future provided their records are complete.

Bulk Uploads to Statutory and Automatic Components

By default, manual uploads to Statutory and Automatic components are restricted to ensure that predefined system calculations occur. However, during take-ons or when processing Year-to-Date corrections, users may require the ability to manually adjust specific values which necessitates the ability to advise these amounts.

Example:

We’ve introduced a new Calculation setting, “Allow payslip bulk uploads to statutory and automatic components” that allows users to upload figures directly to statutory and automatic components on payslips when needed.

Coming Soon

New Payroll Components Setting

Development is underway to introduce a new setting labelled “Do not calculate on an interim run” under the Extra Options section of components on the Payroll Components screen.

What does this setting do?

For instance, recurring components are calculated each pay period when a payslip is generated, regardless of the run type. However, in some cases, such as when the value for a month has already been calculated in the Main Run payslip, users may not want these components to be recalculated on interim run payslips. Enabling this setting allows users to suppress the calculation of these components on interim run payslips to prevent potential payroll errors.

Feature Spotlight

Payslip Message

Did you know that PaySpace offers the ability to setup a company payslip message? With the Payslip Message feature, you can add a personalised touch by adding a message that will be displayed for all employees offering a great way to share important updates, recognition or even a seasonal greeting.

As the festive season approaches, why not spread some holiday cheer by setting up a personalised festive message to appear on all employee payslips by following these simple steps:

1. Navigate to the Payslip Message screen: Configuration > Payroll > Payslip > Payslip Message
2. Select the applicable run in which the payslip should show and add a message.

Example:

Company Payslip Message configuration

Message shown on the payslip

Product Update Reminder

We would like to remind you that we will not send out a Newsflash in January. Instead, you can expect the next edition in the first week of February.

We appreciate your understanding and look forward to reconnecting in the New Year!

Message from the Product Team

Sharing warm wishes as we wrap up the year

We would like to extend our warmest wishes to you and your family this holiday season!

The entire PaySpace team is grateful for your continued support and valuable contributions throughout the year. We wish you a joyful, peaceful and prosperous festive season and look forward to another wonderful year together in 2025!

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

Screen conversion – Grades

The newly converted Grades screen has been released.

NextGen Screen

In addition to the screen conversion, we’re also adding API for the Grades screen which will be available in the API documentation.

The Additional Value descriptions have been moved to a separate tab that is displayed at the top of the screen with the ability to reorder descriptions using drag and drop motion.

Bulk Actions – Grades

As an extension of the Grades screen conversion, we’ve also created a Grades bulk upload. You will now have the ability to maintain multiple company-grade details with a single upload.
The Grades bulk upload is accessible under the company “Organization Structure” section.

The template includes the following Grade screen fields, along with additional value description fields configured per company:

Leave Calendar enhancement – Display custom Public Holidays

An enhancement was made to the employee Leave Calendar screen. Now, when you create a custom public holiday—whether national or provincial— on a company level, it will automatically display on the calendar for the relevant date alongside the existing public holidays for each country.
This will ensure that employees are aware of company-specific public holidays, facilitating better planning and management of their leave requests

Employee number added to Security screens

Companies often use employee numbers as unique identifiers when queries are sent relating to requests that require updates to employee information. This necessitates having the ability to use employee numbers to search across various system screens.

We’ve added an Employee Number column to the User Profile and Activate User screens allowing you to easily locate employee profiles using their employee number.

User Profile screen:

Activate Users screen:

Leave Balances – Leave cycle start date

We’ve introduced the addition of a new column on the employee leave balance screen that displays the start date of each employee’s leave cycle, based on settings defined in the leave scheme parameters screen.

Other Dropdowns – Bank Names

You now have control to manage Bank Names. A new section is available on the Dropdown Management > Other Dropdown menu that will empower users with the ability to add and maintain bank information shown on the Bank Name dropdown list on the employee’s Banking Details screen.

The same standard list previously available on the Banking Details screen has been incorporated into the Other Dropdown menu, allowing users the flexibility to maintain the bank names details as needed.

The Bank Names section will include two fields:

Bank name: For entering the name of the bank.

Default branch code: For specifying the default branch code associated with the bank.

Custom Fields – Tooltips functionality

The Custom Fields tooltip functionality is now available. You can enter tooltip text on custom fields providing users with contextual information and instructions on how they can effectively populate each custom field.

Custom field tooltip configuration:

Tooltip shown on Custom field:

• • A ‘?’ icon will appear next to the custom field label if tooltip text has been added.
  • When users hover over the field with a ‘?’ icon, the tooltip text will be displayed, offering them additional context and guidance.

Coming Soon

Screen Conversion – Position Management

We are in the process of converting the Position Management screen to NextGen with enhancements that will improve your user experience.

Position Management

Classic Screen:

Example of NextGen Screen:

Usability enhancements you can expect from this screen conversion:

• We’ve introduced a Position History section which stores details of all updates made over time. This enables users to easily track changes made to the position.
• The list of employees linked to the position will be shown on a screen sliding out from the right.

Please note: Only the first landing page of the Position Management screen will be converted. All other tabs of the Position Management screen will be on Classic and are still accessible at the top of the screen visible once a Position record is opened.

Feature Spotlight

Recurring Template

Did you know that PaySpace offers a convenient way to set up employees’ recurring payroll components? The Recurring Template screen accessible on the Payroll Config menu allows you to create customisable templates for recurring payroll components that can be linked to employees saving you processing time.

You can create customised recurring templates based on various factors such as employment contracts, regions or job titles – the choice is yours. Once you’ve set up a recurring template, you can easily link it to one employee or even multiple employees using the bulk upload feature ensuring accuracy and consistency across your payroll system.

How?

1. Make sure a template is setup within the respective frequency.
2. Link employees to their respective template on the recurring payroll components screen or bulk upload screen.

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

Custom Form – Company Repository

A new Company Repository custom form type is now available on the Company Custom Form Configuration screen.

Users can compile and manage a list of additional required information on company-level screens, which can then be linked to employees through a Company Repository Reference custom field, ensuring that data is captured and stored correctly.

Please note: Custom Forms are only available on Master edition.

Example:

A dedicated form for training institutions, complete with custom fields, is used to capture training institute information on the Basic Company Information screen.

Various custom fields to capture training institute details are added to the form.

Administrators can easily enter training institute information on the Basic Company Information screen using the new form.

After completing the form, a Company Repository Reference custom field is used to link employees to their corresponding training institute information stored in the repository.

Refer to our Knowledge Base article for more on this feature.

Dynamic Form Builder

The Dynamic Form Builder is available on the Custom Screens & Fields configuration menu! An “Add New Employee” module type allows you to customise onboarding templates to simplify your employee onboarding process by capturing their details on one page based on your organisation’s needs.

Once employee onboarding templates are created, users will find their template cards available for selection on the “Add New Employee” screen. Additionally, if a more detailed onboarding process is required, the Advanced Workflow option will also be accessible on the same screen. 

Using the “Add New Employee” form on the Dynamic Form Builder, you can:

• • Create multiple onboarding templates per company.
  • Mark specific onboarding sections as optional.

Sections marked optional will feature a “skip section” option on the onboarding form.

• • Mark specific fields as required.

• • Setup default information to populate in fields and configure field visibility conditions.

• • Reorder your onboarding form using drag and drop motion.

• • If you have Custom Forms or Custom Fields setup, these are also included in the form in the sort order configured on screen.

Basic Company Information – Company Themes

Make your payroll pop with new theme colours

Six new colours have been added to the Company Themes tab, expanding our colour palette to eighteen options. This gives companies more flexibility to tailor system theme colours to align with their unique branding specifications.

The new colours are: Blueberry, Tangelo, Acai, Smoothie, Seltzer, Cornbread

Bulk Actions – Organisation Hierarchy Units

The new Organisation Hierarchy Units bulk action template is designed for the swift upload of Organisation Hierarchy Units is accessible under the company “Organization Structure” section.

Users can download a pre-populated template that includes required fields also reflected on the Organisation Hierarchy Units screen.

The order of the worksheets in the template will be in the order of the Organisation Levels with the top level shown first.

Users can perform the following actions:

• • Add new Org Unit records.
  • Edit Org Unit records.
  • Move existing Org Units to a different parent level Org Unit of the same level. This will also move all other dependency units linked to the Org Unit where applicable.

Pacey enhancement – Change language option

As we expand our global footprint and launch in different countries we’re creating multiple language options for Pacey. We’re introducing Portuguese (Brazil) as our first additional language, paving the way for an inclusive experience.

How?

On the Main menu, tap the ‘change language’ option.

Once users have selected their preferred language for Pacey, all messages and notifications will be presented in that language.

Income Base Source Type – Total of Cost to Company Components

A new income base Source Type is available that automatically calculates the Total of Cost to Company components that are flagged as such on the General ledger parameter screen.

Cost to Company tick on General Ledger Parameters screen:

If you would like to add a note component to employee’s payslips that calculates the Cost to Company, simply create a new component with the source type as shown above, and ensure all relevant components are ticked as “part of cost to company”.

Coming Soon

Custom Fields

We’re developing two Custom Field usability enhancements.

Tooltips

We create tooltips where needed to guide users on the use of certain fields. Tooltips offer users essential information about fields by clarifying their purpose and usage.

We’re extending this capability so that you have the flexibility to add tooltips as well when you create your own custom fields. By providing helpful guidance and instructions, tooltips will enhance the user experience, making it easier to accurately populate fields.

Conditional Visibility

Conditional visibility means you can setup Custom Fields to only display when certain predefined conditions are met.

Example:

You can configure a custom field on the Incident Management screen, namely Discussion Date to display only when incident type is set to “Discussion.”

Other Dropdowns – Bank Names

We’re developing an additional dropdown section under the Other Dropdowns menu to allow you the ability to add and maintain Bank Names as needed.

With this new section you can add and maintain your own:

• • Bank Name
  • Default branch code

Feature Spotlight

Cloud Room

PaySpace offers Cloud Room, a robust data security management feature used for the purpose of ensuring Data Loss Prevention (DLP) by storing shared sensitive information in a secured environment. Cloud Room helps keep your data safe by mitigating the risk of information being attained by unauthorised parties.

Setting up Cloud Room requires 3-easy steps:

1. 1. Setup period processes
   2. Configure the payroll process definition
   3. Add Cloud Room users

How does it work?

Users can attach files and include comments that are visible to authorised Cloud Room users ensuring that sensitive information is shared with intended recipients.

Users assigned with a Cloud Room item are also notified via email.

Benefits of using Cloud Room:

• • Authorised users can add as many attachments as necessary.
  • Detailed history is stored centrally to help track data shared.
  • Safeguards against unintentional data leaks by ensuring that sensitive payroll information remains secure.

Check out our knowledge base article for more information on this feature.

Global Payroll Community

Calling all payroll experts!

Could you benefit from insightful discussions and peer suggestions for your everyday payroll challenges? Join the thriving Global Payroll Community, a worldwide collaborative Slack workspace to:

• • Network with the best: Connect with fellow experts from companies like Aircall, Pigment, Puma, and more.
  • Stay ahead of the curve: Gain exclusive access to the latest knowledge on global payroll, compliance updates, and tech solutions.
  • Solve problems together: Share challenges, offer support and learn from your peers. You can even ask Deel AI, our HR chatbot, anything – from Spanish maternity leave policies to median developer salaries.

Click here to join a supportive network dedicated to making payroll a breeze.

We look forward to welcoming you!

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

Screen conversion – Security Roles

The Security Roles screen will be converted by mid-September.

Let’s compare the old look and feel to the new.

Classic Screen

NextGen Screen

Enhancements:

• • Create a new Security Role by clicking the ‘+’ icon, which generates a new row for the Security Role.
  • See an overview of the total number of users associated with each Security Role.
  • An ESS role will now be available by default for both new and existing companies that did not have an ESS role setup previously. The same default ESS permissions applied to the ESS security role in the backend will now be available for companies to update permissions as needed.
  • The ‘copy roles’ functionality now allows you to copy multiple Security Roles to multiple companies.
  • The menu branch will only display menu items relevant to the Security Role type. For example, a role designated as ‘employee’ will only show employee-related menu items.
  • The menu branch has been reorganised to display the order of menus as seen on screens where the description of menus and their fields are consistent with those on screen making it easier to search or locate menus and field names.

Pacey enhancement – multiple employee profiles

Employees often work with multiple companies leading to multiple active profiles(employee records), for example, contractors managing different projects in various companies. These employees may require access to their profiles through Pacey.
ESS users now have the flexibility to access their profiles across multiple companies using the same cell phone number. And can select the respective profile they wish to login with on Pacey.

How?

After successful authentication, the user will be prompted with a message notifying them that multiple records have been found:

They can select the profile they would like to login with:

Please note:

• • Only active employee profiles in companies with an active Pacey module will be returned.
  • Pacey permission restrictions will be applied in accordance with the permissions setup in the company the user has selected.

Coming Soon

New Custom Field – Attachments

Every company has unique document storage requirements, which often necessitates centralised document management. You will be able to create an attachment-type custom field on any screen, adding attachments directly within any custom form or field on an existing screen, centralising all documentation, for easy access and management.

Example:

The attachment custom field will be appended to employees Basic Profile.

Bulk Actions – Organisation Hierarchy Units

We’re developing a bulk action function designed for the swift upload of Organisation Hierarchy Units. This enhancement will significantly speed up the process of managing and updating your company’s Organisation Structure with greater ease and accuracy.

Access the new Organisation Hierarchy Units Action bulk action template under the company “Organization Structure” section.

Users can download a prepopulated template that includes required fields also reflected on the Organisation Hierarchy Units screen.

The order of the worksheets in the template will be in the order of the Organisation Levels with the top level shown first.

Users will have the following capabilities:

• • Add new Org Unit records
  • Edit Org Unit records
  • Move existing Org Units to a different parent level Org Unit of the same level. This will also move all other dependency units linked to the Org Unit where applicable.

Screen conversion – Grades

The Grades screen will soon be converted.

Below is the current look and feel of the screen:

Below is a mock-up example of the new screen:

The new screen will have in-line editing so you can reorder the additional grade values using drag and drop motion.

PaySpace Power Conference – September 2024

Join us for the PaySpace Power Conference 2024!

Discover the latest trends, innovations, and best practices in payroll and HR. Hear from our industry experts and learn how PaySpace can help you streamline your processes and drive business growth.

“You need payroll as great as you.” Whether you pay 1 employee or 100,001, PaySpace offers unparalleled efficiency, accuracy, and compliance.

Date: September 18th

Time: 9:00 AM – 12:00 PM

Register now

Feature Spotlight

Bulk Actions – Advanced Filter

Did you know that you can create advanced filters on the Bulk Actions screen to display specific information based on predefined conditions?

This feature lets you set filter conditions to define what data is shown, ensuring that only records meeting the predefined conditions are displayed. You can choose to apply a single condition or combine multiple conditions, giving you full control over the information presented.

Quick Filter Tips

If you want to set multiple conditions using AND/OR logic, you can use the “Is any of” and “Multiple (Comma Separated)” condition types instead of creating separate rows to list each condition. This approach enhances efficiency by consolidating conditions into a single check which speeds up the execution of your results.

Example using Multiple (Comma Separated):

Set a condition to return bank details for multiple employee numbers.

The Bulk Actions data grid display will only show bank details for the employee numbers specified in the condition above.

Support Unique Customer Code

We’re always looking for ways to improve your PaySpace experience, and that includes making it
easier to reach the right support team when you need assistance.
That’s why we’re excited to introduce a new feature: unique Customer Code
What does this mean for you?

• • Faster support: Your unique code will automatically direct your call to a support team familiar
    with your company’s details. No more explaining who you are or getting transferred around.
  • Reduced frustration: Say goodbye to wasted time. This new system minimises misrouted
    calls and helps us get you the answers you need much faster.

Finding your unique code:
Super easy: Just log in to PaySpace, select your company, and you’ll find your unique code displayed
on the left side, under your company name.

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

Account “Deregistration” for existing ESS users

The “Deregistration” option  is available. This allows ESS users to deregister their email address from their previous employer. In the instance where an employe is required to register for Employee Self-Service (ESS) with their new employer, their email address needs to be deregistered from their previous employer’s profile.

What was the process before?

Previously, to use an employee’s email address in a new company, the email address would need to be changed on the previous employer’s profile before the employee could register for ESS with their new employer using that same email address.

What is the process now?

ESS users can deregister their email address to unlink their email address from their previous profile and register for ESS under their current profile in their new company.

On the login page, an option to “Deregister” is shown where ESS users can initiate the deregistration process.

An email with further instructions to complete deregistration will be sent to the ESS user’s inbox to finalise this process.

Leave Approval – Leave History Summary

The Leave History Summary is available on the leave approval screen.This important feature gives managers the ability to review an employee’s leave history prior to processing their leave application.

When an employee submits a leave application, their “Directly reports to person” will have the option to view the employee’s leave history by clicking on the ‘leave history summary’ button.

A summary of the employee’s leave history will slide out from the right showing an overview of the employee’s leave over the past year.

Important to note: The leave history summary is limited to the ‘Directly reports to’ person. If an advanced leave workflow is being used, additional approvers in the workflow won’t be able to view the leave history summary.

Bulk Actions – Terminated employees validation warning

By default, users can upload payslip figures after an employee has been terminated provided the calculation setting that prevents uploads for terminated employees hasn’t been enabled.

We’ve made an enhancement to the Payslip bulk action to warn users when they are uploading payslip figures for terminated employees. This new validation warning is crucial in preventing users from posting values to terminated employees in error and ensures that users are aware of uploads being processed that include employees that are no longer active on payroll.

Updates we’ve made to the bulk action:

• After import, a validation warning will display in the corner of the screen if the import processed includes terminated employee records.

• On bulk action history, the bulk upload processed with terminated employee records will be reflected in a different colour and the status of the upload will read: “Successful with warnings”

• The template downloaded from the bulk action history will reflect the warning: “Values imported on terminated employee record” on rows with terminated employees.

• An email with subject line “Upload Completed – Successful with warnings” will be sent to the user that has processed the upload.

Important to note: The new validation warning serves as a warning message and is displayed on the template after posting figures for terminated employees.

Bulk Actions – Incident Management

We’ve introduced a new bulk action that allows users to upload employee incident & disciplinary records in bulk,eliminating manual effort and saving time.

The template can be accessed by selecting “Incident Management” in the employee Bulk Actions dropdown list where an additional drop-down box will show for users to select the relevant “Incident Type”.

The following Incident Type options will become available:

• Appeal
• Arbitration
• Conciliation
• Court
• Disciplinary
• Discussion
• Grievance
• Other
• Review

Note: The columns displayed on the template will be based on the selected Incident type.

As an example, when “Grievance” is the selected Incident Type:

The template will reflect columns relevant to the associated Incident Type selected as shown:

Custom Field – Incident Management

With our ongoing NextGen project to convert screens to the modernised look for improved usability, we are also exploring the option to configure Custom Fields on NextGen screens. We are excited to announce that we’re adding the ability to create Custom Fields to the Incident Management screen. This means users can tailor Custom Fields to meet their unique reporting requirements for Incident Management, ensuring that the system can be customised to better align with individual company needs.

Users can create Custom Fields for Incident Management screen by selecting the option in the drop-down list as shown:

Report enhancement – Payroll Register 

We received requests to add a quantity column on the final summary on Sheet2 of the Payroll Register report to provide administrators with a consolidated view of all payroll-related quantities, such as basic pay hours.

We’ve enhanced the report to include the total quantity for components with a quantity value. This will make it easier for administrators to verify the accuracy of payroll figures and eliminate error in payments without the need for manual calculations.

New Features & Enhancements Coming Soon

Screen Conversion – Security Roles

The Security Roles screen is being converted to NextGen in line with modernising screens across the system.

Below is an example of the new look and feel:

Enhancements from this screen conversion:

• An employee self-service role will now be available for new companies by default.
• You will have an overview of the total users linked to the Security Role.
• Default roles will now be indicated in the grid with a “default” label badge next to the Security Role name.

• The Security Role permissions previously displayed in the “Add/Edit/View Permissions” link have been moved to a separate tab visible when a user edits a Security Role.
• Screen permission options, Allow/Deny/View Only have been enhanced to have individual icons. Users can select the respective icon to apply permissions for each screen.

Message from Product

Did you know?

Microsoft Teams Calendar

Did you know that you can integrate your leave calendar with Microsoft teams? The PaySpace Teams App allows you to add your company leave calendar, enabling you to swiftly explore who is on leave before or during team collaboration sessions. Team members can see who is out of office directly within Teams ensuring smoother operational planning.

Setting up the integration is hassle-free; you’ll only need the following:

1. Microsoft Teams App
2. Add the PaySpace app to your Microsoft Teams
3. Registered ESS login credentials to authorise your login

Have a look at our knowledge base articles for more information on this feature.

Message from Support

Customer Support Talk Newsletter

Want to stay in the loop on all things Support? Look no further than the Support Talk Newsletter. This monthly digest delivers the latest updates, insights, and expert tips straight from the PaySpace Customer Support Desk. Don’t miss out on essential information to help you excel in your role.

Read now

PaySpace Training

Training dates for the next quarter

Screen Conversion – Organisation Hierarchy Levels & Units

Revamped look, same stellar performance!

The Organisation Hierarchy Levels and Organisation Hierarchy Units screens have been converted to NextGen. Both screens now have a consistent system design and visually appealing experience. This conversion will significantly improve usability and streamline the process of creating your Organisation Structure.

Let’s compare the old look and feel to the new.

Organisation Hierarchy Levels

Classic Screen

To create different levels that make up the Organisation Structure it was necessary to specify the number of levels and click on get line items

NextGen Screen

With the screen conversion, users can simply click on the ‘+’ icon located on the top right corner of the screen and a new row will be inserted where they can conveniently configure details of each Organisation Hierarchy Level. For newly setup Companies, the system will automatically default two Organisation Hierarchy Levels on this screen where users can change their descriptions according to company requirements.

Please take note: Customers on Lite edition as well as customers that have not enabled the setting for a more involved Hierarchy Structure will only be allowed to have a maximum of two Organisation Hierarchy Levels.

Organisation Hierarchy Units

Classic Screen

To create Organisation Units linked to their parent Organisation Levels, users were required to use the ‘Drill Down’ and ‘Drill Up’ functionality.

Additionally, the Hierarchical view of the Organisation Units did not provide an overview with the detailed breakdown per Organisation Unit. Users would need to click on individual Organisation Units for their information to load.

NextGen Screen

On the new screen, the ‘+’ icon will display on parent Organisation Hierarchy Levels where you can add Organisation Hierarchy Units that fall under these parent levels. The screen will also show an active employee count based on employees linked to the Organisation Unit on their Position screen providing users with a convenient overview of the headcount per Organisation Unit.

The details of each Organisation Hierarchy Unit will be viewed in separate tabs, namely: Details and Additional and if “Show Address Details” is selected, there will be an Address tab available for users to complete.

New Features & Enhancements Coming Soon

Report enhancement – Payroll Register

The Payroll Register report provides a compact view of employee’s payslips that also includes individual quantities for each employees’ component value. It has a separate sheet that provides a final summary of totals per component. We’ve noted that the final summary on the Payroll Register report does not include the total quantity necessary for providing administrators with a consolidated view of all payroll-related quantities, such as basic pay hours.

We’re enhancing the report to include the total quantity for components with a quantity value. This will make it easier for administrators to verify the accuracy of payroll figures and eliminate error in payments without the need for manual calculations.

New Bulk Upload – Organisation Hierarchy Units

We’re developing a new bulk action function for the swift upload of Organisation Hierarchy Units. The Action Type drop-down option will be available under the company “Organization Structure” section. Users will be able to download a prepopulated template that includes separate sheets for different Organization Levels.  On this template, users can add new Org Units records as well as edit or move existing Org Units to a different parent level structure if required.

Message from Product

Did you know?

Enable system wide lockout

Did you know that you can enable the system wide lockout to prevent certain users from accessing the system when you need to finalise payroll?

An administrator can enable a system wide lockout on the Basic Company Information > General tab to prevent any unauthorised changes to payroll during the finalisation process.

Users linked to a Security Role where the following option has been activated will not have access to the system when the system wide lockout is enabled:

The benefits of using this option include:

• Provides an extra layer of control over your payroll process.
• Ensures no further changes are made to current payroll figures during payroll finalisation.
• Helps maintain consistency and reliability over payroll processes.
• Improves payroll accuracy by preventing any last-minute adjustments from unauthorised users.

Click  to read our Knowledge Base article for this feature

Message from Support

Customer Support Talk Newsletter

In the know about Support? Stay that way with the Support Talk Newsletter. This monthly update brings you the latest updates from the Support space, along with news and expert advice from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

New Report Fields – Bank Account owner & Payment Method

This enhancement is the result of requests we received through the Ideas Portal. Based on these requests, we’ve enhanced our standard reports by incorporating the following additional report fields:

1. Bank Account Owner
2. Payment Method

Users can now report on these fields using any report that has the “additional report fields” section.

Tax Profile – Employee leave transactions notification

We’ve further enhanced the Tax Profile screen to alert users with an on-screen pop-up when terminating an employee with pending or approved leave transactions with dates that fall on or after the selected termination date.

Below is an example of the on-screen pop-up:

This enhancement aims to reduce processing errors by assisting users in identifying outstanding leave balances and ensuring employees receive fair compensation for their remaining leave entitlements upon termination.

Important to note:

• The notification only applies to terminations captured on the Tax Profile screen and not on Bulk Actions.
• The notification applies to all leave types.

Customer Code identifier for support calls

Unique customer codes to streamline PaySpace support

We pride ourselves on our customer support and are always looking for ways to improve our service.
We’ve introduced a unique code per customer that will automatically direct your call to a specific Support team. The Support Agent will have your full company details when answering your call.
We ultimately want to minimise frustration caused by misrouted calls and unnecessary transfers.

Your code

This code is used to identify and access your company-specific details when interacting with our Support team.

Where is my code?

Log into PaySpace and select the company. The code is displayed on the left under the company name.

What number do I dial?

087 210 3333

Can I still access Support via email?

For sure. The process remains the same.

New Features & Enhancements Coming Soon

New Bulk Upload Functionalities

We’re excited to announce the addition of two new bulk upload functionalities tailored for Incident Management and Training Courses that are coming soon!

Incident Management

The Incident Management bulk upload functionality will be implemented for users to process employee incident & disciplinary records in bulk. This new Action Type drop-down option will be available under the employee “Basic Information” section.

When the Action Type “Incident Management” has been selected, an additional drop-down box will show for users to select the relevant “Incident Type”.

Training Courses

The bulk upload functionality for the Training Courses will allow users to upload company training course descriptions in bulk. This new Action Type drop-down option will be available under the company “Upskilling” section.

Message from Product

Did you know?

Breezy HR – Candidate Match Score

PaySpace offers users the best-in-class recruitment software powered by Breezy HR, a leading cloud-native recruitment solution. This end-to-end recruitment platform streamlines hiring efforts with an automated Candidate Match Score feature powered by AI.

The Candidate Match Score feature swiftly evaluates candidates against job descriptions upon application, displaying their score alongside their profile for easy prioritisation. This efficient tool accelerates candidate review, helping you focus on the most promising fits and reducing recruitment time and effort.

Here are some of the benefits of using this feature:

• Efficiently process candidate screening by identifying top matches, which ultimately saves time for your recruitment team.
• Improves the quality of hire by identifying candidates that are more closely aligned with job requirements.
• Provides a more accurate and objective assessment of candidates’ suitability based on the predefined job criteria.
• Offers a standardised approach to candidate evaluation across different recruitment and hiring teams.
• Ensures that prioritisation is given to the most suitable candidates, reducing the costs of manual screening processes.

Message from Support

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

Bulk Actions – Leave entitlement per employee

In April’s Product update, we introduced a feature allowing users to specify employee leave entitlement on employee level. As a continuation of this feature, a bulk action enables users to upload leave entitlement for multiple employees on a single upload. This eliminates the need to process employees’ leave entitlement per employee profile, saving time and effort.

The new Leave Setup Entitlement template is accessible on the following Bulk Actions dropdown selection:

Here is an example of the fields shown on the template where users can specify leave entitlement for multiple employees on a single template.

New Features & Enhancements Coming Soon

Account “Deregistration” for existing ESS users

The “Deregistration” option allows ESS users to deregister their email address. This option is essential when employees must register for Employee Self-Service (ESS), but their email address is linked to their previous employer’s profile.

What was the process before?

Previously, to use an employee’s email address in a new company, it was necessary to change the email address on the previous employer’s profile before the employee could register for ESS with their new employer using that same email address. This is because email addresses must be unique across the system.

What is the process now?

With this new option, ESS users can deregister their email address to unlink it from their former profile and register for ESS under their current profile in their new company.

The ‘Deregister’ option on the login page reflects where ESS users can initiate the deregistration process. An email with further instructions to complete deregistration will then be sent to the ESS user’s inbox to finalise this process.

We believe introducing this option will simplify employees’ ESS registration process with their new company, facilitating a smooth transition.

Screen Conversion – Organisation Hierarchy Units

As part of our ongoing NextGen project to modernise system screens, we’re looking forward to introducing the newly converted Organisation Hierarchy Units screen soon.

The screen conversion will maintain a consistent system design and visually appealing experience that aligns with the NextGen project. The new Organisation Hierarchy Units screen will boast a modern look and feel where users can easily add Organisation Units without using the ‘Drill Down’ functionality as previously done on Classic screens.

Below is the current look and feel of the screen:

Here is a mock-up example of the new screen:

On the new screen, the ‘+’ icon will display on parent Organisation Hierarchy Units, where users can add additional units that fall under the parent units. The screen will also show the active employee count based on employees linked to their Position screen, providing users with an effective overview of the headcount per organisation unit.

Bulk Actions – terminated employees validation warning

By default, users can upload payslip figures on the Bulk Actions screen after an employee is terminated, provided the company setting “Do not allow payslip bulk uploads for employees with a termination date prior to the selected period” has not been enabled.

We have also identified the need to enhance the Bulk Actions upload functionality to warn users when they upload payslip figures for terminated employees.

Important to note: the new validation warning serves as a warning message and will display by default when posting figures for terminated employees, regardless of the company setting being enabled.

Implementing this new validation warning is crucial in preventing users from posting values to terminated employees in error and ensuring that users are aware of uploads being processed that include employees who are no longer active on the payroll.

Message from Product

User Group Session May 2024 Feedback

In our recent May 2024 User Group sessions, we provided a platform for you to share your insights and ideas directly with our Product team. From the Johannesburg and Cape Town User Group sessions, we received requests to introduce an additional feature to the dashboard that displays the open runs per frequency in a company and the open runs across a group of companies. This will assist administrators in identifying payrolls that have not rolled over to the next period.

We are exploring this idea and welcome any further ideas or suggestions you may have regarding this feature. Don’t hesitate to contact us at [email protected] for further enhancement suggestions regarding this feature.

Did you know?

Did you know you can use employee requests to create an approval workflow for employees’ Declaration of Interests?

The benefits of using this feature include:

• Allows for transparency between employees and managers.
• Employee declaration documentation is stored centrally on the system and can be downloaded anytime.
• Access approval history for Declaration of Interest documentation at any stage.
• Custom workflow can be created where multiple approvers can be added.

Please refer to these knowledge base articles for further assistance:

How to I configure the system so that employees can submit employee/change requests via ESS?

Where are company documents added?

Message from Support

Customer Support Talk Newsletter

Please remember to check out the Support Talk Newsletter. It is released monthly with updates from the Support space, a quick reference to the latest news and tips and tricks from the PaySpace Customer Support Desk.

Read now

PaySpace Training

Training dates for the next quarter

PaySpace Announcement – It’s official

We’re now officially a www.deel.com subsidiary. If you missed the news last month, read more about it here.

Leave Entitlement Per Employee

The new feature allows you to specify leave entitlement at the employee level. Whether the full entitlement is specified for an employee or an additional entitlement, the option is yours.

What does this mean for you?

If all employees receive the same entitlements for sick, family responsibility and other leave types, except annual leave, which is determined by the employee’s contract – you only need to configure one leave scheme, with one of each leave type and indicate the employee’s annual leave value on their profile. The same can be done for any leave type that is different per employee.

Similarly – all employees can be linked to a scheme with a standard number of days per year i.e. 15 days, with the option to specify an additional entitlement per employee.

This new feature significantly improves leave management by providing the flexibility to create employee-based leave entitlement without having to create multiple leave schemes on company level for different types of leave entitlement.

Note: This enhancement is available on all product editions.

User Profiles – Screen Layout Enhancements

Navigation is now easier on the User Profiles screen.

What is the change?

The User Profiles details, Security Roles, and the Company & Frequency Access now open on separate tabs similar to the Employee Basic Profile screen, which aligns with continuing a standard design layout across the system. Different sections are conveniently accessible at the top of the screen. This reduces the clutter of fields on a single screen and significantly improve simplicity, navigation and accessibility.

What did it look like before?

The previous User Profiles screen was displayed in the form of a ‘Line Grid’ (accordion) where the top of the grid required the User Profile details, the centre of the grid displayed the Security Role as well as the Company & Frequency Access and the fields underneath Other.

Component Variance Reports Date Range

Great reports made even greater!

From feedback, a need to compare financials from the previous year’s month with the current year’s month, particularly for auditing and reconciliation purposes, was identified. We’ve revised the date range restrictions applied to the Component Variance Report and Component Variance Going Across Report.

Users can now extend the date range to 13 months, to easily compare information eg. Jan 2023 with Jan 2024.

Custom Fields Configuration Enhancement

We’ve enhanced the Custom Fields Configuration screen to improve functionality and usability, implementing a User Interface (UI) enhancement to the screen that aligns with the updated system design.

Here is an example of the old look and feel of the Custom Fields Configuration screen:

The previous look and feel of the screen involved the drag and drop function of the various field types located on the right side of the screen.

Here is an example of the new look and feel of the Custom Fields Configuration screen:

The various field types are now conveniently located in a drop-down list for selection. Users can add the preferred field type by simply clicking a button, and the screen will load the required configuration fields to complete the custom field.

New features:

• Ordering of fields using the drag and drop function.

• Ordering of field groups using the drag and drop function.

This intuitive feature allows users to easily rearrange the order of Custom Fields and Custom Field Groups on screen through a click and drag motion.

New Features & Enhancements Coming Soon

Custom Theming Tool

We’ve received growing requests to create a custom theming tool allowing users to customise system theme colours according to their company branding specifications. The current theming tool available on the system is located on the Basic Company Information screen under the Company Themes tab. Users can configure company themes by selecting a specific colour from the predefined list of colours. This list is limited to twelve (12) predefined colours.

We’re enhancing these options to a colour picker and allowing users to enter custom HEX values that will enable users to personalise their company’s system colours. This enhancement means that users can personalise their company themes according to their needs and create a visually appealing system design aligned with their unique brand.

Leave History

We’re simplifying leave management to empower managers in employee leave decision-making. A new feature will allow leave approvers the ability to review an employee’s leave history prior to processing the leave application.

The leave history summary is a groundbreaking feature providing an overview of an employee’s leave summary over the past year.

Some benefits of this feature include:

• Identifying patterns and trends in leave taken
• Improved planning of workload distribution
• Better resource allocation
• Informed decision-making

When an employee submits a leave application, the approver can view the employee’s leave history by clicking on the ‘leave history summary’ button.

A summary of the employee’s leave history will slide out from the right providing a convenient overview of the employee’s leave taken over the year.

We are confident that having this feature will significantly improve your leave management processes and streamline operations.

Message from Product

User Group Session May 2024

As users, you’re integral to our continued innovation. We host interactive sessions, giving you the opportunity to contribute insights, and for you to engage with our product experts.

Our next User Group sessions are scheduled for May, and we’d love for you to join:

Customer Sessions – provides direct customers the opportunity to interact and actively engage with our product experts in in-person sessions. These sessions are tailored to the customer’s experience.

• Johannesburg Thursday, 2 May
• Cape Town Tuesday, 7 May

Business Partner Session – allows business partners to interact and actively engage with our product experts. These sessions are tailored to the business partner’s experience and will be further communicated via email and our in product pop up.

• Business Partners Thursday, 9 May

Product Webinar – the product webinar provides direct customers who aren’t located in user group session areas the opportunity to get an update on the latest and upcoming features. This is not an interactive session but a detailed look into what’s coming in Product.

• Product Webinar Friday, 10 May

Did you know?

Did you know you can use the Performance Management module to run Exit Interviews / Surveys as part of your employee offboarding process?

The purpose of conducting exit interviews is to understand why employees are leaving and to gain insights into factors affecting employee retention. By providing a platform for departing employees to express their thoughts and concerns openly, HR professionals can identify patterns, issues or solutions which might include:

• Improved employee retention
• Identify areas of improvement
• Reasons for leaving
• Improve culture and performance
• Get insight into management issues
• Identifying problems and employees’ perceptions

Please refer to our Knowledge Base Article for further assistance with the exit interview offboarding process.

PaySpace Training

Training dates for the next quarter

PaySpace by Deel

We have an exciting announcement- PaySpace is being acquired by Deel Inc, a global HR company. This acquisition will bring together Deel’s leading EOR services and PaySpace’s payroll technology expertise to deliver a unique and powerful offering to customers across the globe with unrivalled automation, flexibility and scalability.

Read more

Feature releases for March

As we are nearing the tax year end for South Africa and several other countries, our development focus has been on getting the system ready for year-end processes.

Keep an eye out on our monthly newsletter and release notes as we will soon be back into focusing on feature releases and enhancements.

New Features & Enhancements Coming Soon

Leave entitlement per employee

A new feature will be introduced shortly that will allow you to specify leave entitlements on employee level.  Whether the full entitlement is specified on an employee, or an additional entitlement, the option is yours.

What does this mean?

If your leave policy is that all employees receive the same entitlements for sick, family responsibility and other leave types, except annual leave which is determined by the employee’s contract – you only need to configure one leave scheme, with one of each leave type, and indicate the employee’s annual leave value on their profile.  The same can be done for any leave type that is different per employee.

Similarly – all employees can be linked to a scheme with a standard number of days per year, i.e. 15 days, with the option to specify an additional entitlement per employee.

Message from Product

Did you know?

Paying employees on different pay dates

Did you know that you can pay different groups of employees on a different pay date, even if they are in the same frequency?  You can do this by setting up bank indicators, and linking employees to the relevant bank indicator, allowing you to extract a bank file per indicator.

Note:  This will be a great solution if all employees’ payroll is processed and closed at the same time, but only paid on different dates, as the safest option is to always close your run before any employees are paid.

If you need to process payroll on different dates and keep the run open for a group of employees – this is where a separate pay frequency is your best option.

Have a look at our knowledge base articles for more information on bank indicators or contact support if you have any questions.

Message from Support

Please remember to check out theSupport Talk Newsletter. It is released monthly with updates, the latest news and tips and tricks from the PaySpace Customer Support Desk.

PaySpace Training

Annual Tax Seminar

To ensure that employers remain up to date with the latest requirements, Rob Cooper and ex-SARS PAYE specialist Niel Nel will explain the impact on payroll offices and payroll systems of the final changes made to payroll tax legislation in the Annual Payroll Tax Update Seminar.

Rob & Niel will focus on:

• Two-pot Retirement System
  • Did you know that the two-pot retirement system splits future retirement contributions, allowing limited access to a portion while preserving the rest for retirement?
• SARS Vision 2024 PAYE Reform
  • Are you familiar with the recent publication of the SARS Specification for Monthly Tax certificate submissions that will make important changes to Personal Income Tax Administration?
• Labour Appeals Court National Minimum Wage Decision
• Other tax law changes on the labour law front: Compensation Fund and Employment Equity
• Looking to the future: Budget 2024

Book your spot

Training dates for the next quarter