Question 1

How Do I Use Online Backups in the Web or Mobile App?

Accepted Answer

The online (web/mobile) app includes a built-in Online Backups feature that lets you save your payroll data to Lightning Payroll's secure cloud server and restore it when needed. An active subscription is required; the feature is not available on trial accounts. Note: Online backups are an additional convenience feature. Always maintain your own local backups as well. Once the backup limit is reached, new backups automatically overwrite the oldest. For general backup advice, see How Can I Backup My Lightning Payroll Data? Getting to Online Backups Navigate to Tools >> Online Backups in the web or mobile app. The app automatically checks whether you already have an account and shows the appropriate screen. First Use - Registering If no online backups account exists for your subscription, a registration form appears. Create a password that meets all of the following requirements: At least 8 characters At least 1 uppercase letter At least 1 lowercase letter At least 1 number At least 1 special character Enter your password in the New Password field, confirm it in Confirm Password, then click Register. The app logs you in automatically after a successful registration. Subsequent Use - Logging In If an account already exists, a login form appears. Enter your Password and click Login. If you have forgotten your password, click Forgot Password? - a reset code will be emailed to your registered address. Enter the code together with a new password to regain access. See also I've Forgotten my Password for Online Backups. Sending and Restoring Backups Once logged in, the backup management screen appears. Enter a label in the Computer Name field to identify this device or this backup, then click Send Backup to upload the current data to the cloud. A table lists all existing backups with their creation date, computer ID, and file size. To roll back to an earlier backup, click the restore button next to that entry. Restoring replaces all current data with the selected backup, so only do this when you intend to revert to that point in time. Automatic Backup and Prompt Settings Two options appear below the backup list: Automatically backup every 7 days? - when ticked, the app sends a backup to the cloud automatically on a 7-day cycle. Prompt when a more recent backup is available? - when ticked, you will be notified if a more recent backup exists on the server than the data currently in the app. Changes to these settings are saved immediately. Logging Out Click Logout only if you want to disconnect this device from online backups entirely. Logging out disables automatic backups. To re-enable backups later, navigate back to Tools >> Online Backups and log in again. For the equivalent desktop app flow, see How Can I Set Up Online Backups?

Question 2

How Can I Set Up Online Backups?

Accepted Answer

Lightning Payroll has a built-in Online Backups feature which provides a way for you to easily save your important payroll data to the cloud. These online backups are encrypted and saved securely on our servers. In emergency situations this feature can help you to retrieve your data through your subscription. Note: You will need a reliable internet connection, an active Lightning Payroll subscription and to have registered for this service for the feature to work correctly. See below for more information. This additional online backup service can be misused and needs to be used responsibly. We offer this as a handy extra feature and cannot guarantee the data will always be available, nor accept liability for user error or loss of your data. For this reason it is always a good idea to manage your backups yourself in addition to using this online backup feature. Please see this FAQ for more info. To setup automatic online backups go to Tools >> Online Backups. If you haven't yet set up online backups you will be asked to Register and create a password before you can continue. Your password must be at least 8 characters long and include an uppercase letter, lowercase letter, a number, and a special character for security reasons this password is not the same as your website and/or password application. If you have already registered and need to connect another computer to your existing online backups you will be asked to Login and enter your password. If you have have forgotten your password, the Login screen contains a Forgotten Password area which can email through a password reset code to your nominated email address. Once you're logged in to your Online Backups you can send a backup to our secure server to save the data currently in your program, or you can restore a previously created backup file to continue working on it. The Computer Name field is where you can add a description of the computer you're working on, or a description of the backup file you're creating. The image below shows how backups might be shared between an office computer and home computer which share the same Lightning Payroll subscription. Only click Restore Backup if you wish to 'wind back the clock' and restore Lightning Payroll's data to an earlier point in time. We recommend you tick the box to Automatically Backup. Also, do not click Logout unless you wish to disable the online backups. Just click Close. Note: There is a FIVE backup limit for each active Lightning Payroll subscription. Once the limit has been reached, any new backups will automatically overwrite the oldest existing backup.

Question 3

How Do I Undo A Backup Restore Using Revert Last Restored?

Accepted Answer

The online (web/mobile) app automatically saves a snapshot of your data before every restore or sync. If you restore a backup and then realise you need to go back to how things looked before that restore, use the Revert Last Restored Backup tool. How to revert From the main menu, select Tools >> Revert Last Restored Backup. The screen shows the date and time of the snapshot that was taken before your last restore or sync. Confirm this is the state you want to return to. Read the warning: any changes made to the current database since the restore will be lost. Click Yes, let's revert to proceed. The app restores the snapshot and returns you to the entity selection screen. When this tool is not available If the screen shows There is no backup on file that can be reverted back to, no pre-restore snapshot exists. This typically means either no restore has been performed in the current session, or the snapshot has already been used. Important notes This tool is available in the online (web/mobile) app only. There is no equivalent tool in the desktop app. Only one pre-restore snapshot is kept. After reverting, the snapshot is consumed and the option will no longer be available until your next restore or sync. If you are concerned about accidentally overwriting data during restores, see How Can Restoring A Backup Delete Pay Data?

Question 4

Why Did My Automatic Online Backup Stop Working?

Accepted Answer

Automatic online backups can stop silently if the saved credentials become stale - for example, after you reset your online backups password on another computer or device. When the app attempts the scheduled backup and the login fails, it skips the backup for that session. If credentials were previously configured, the app opens the Online Backups wizard so you can re-authenticate. In the Desktop App The desktop app attempts an automatic backup at startup (if the Backup your data automatically option is enabled under Settings >> Backups and a backup is due). If the login attempt fails and credentials are stored, the Online Backups wizard opens automatically with a prompt to log in again. Enter your current password to re-authenticate. The next scheduled backup will then proceed normally. If the wizard does not appear, you can open it manually via Tools >> Online Backups. Log in there to restore the connection. Automatic backups run on a 7-day cycle, so the next backup will occur within 7 days of a successful login. If you have forgotten your online backups password, click Forgotten Password? in the wizard to receive a reset code by email. See I've Forgotten my Password for Online Backups for the full reset steps. In the Online (Web/Mobile) App In the web or mobile app, automatic backups are controlled by the Automatically backup every 7 days? toggle in Tools >> Online Backups. If you are logged out or your session has expired, the automatic backup cannot run. Navigate to Tools >> Online Backups, log in with your password, and confirm the toggle is enabled. Backups will resume from that point. For a full guide to setting up and using online backups in the web or mobile app, see How Do I Use Online Backups in the Web or Mobile App? Other Reasons Automatic Backups May Stop The Backup your data automatically checkbox (desktop) or the Automatically backup every 7 days? toggle (web/mobile) has been turned off. The subscription does not have full access (trial accounts are not eligible for online backups). A network or internet connectivity issue prevented the login or upload from completing.

Question 5

How Do I Restore a Backup?

Accepted Answer

Lightning Payroll backup files use the .LPB extension. You can restore a local backup file or an online backup depending on where your backup is stored. In the Desktop App To restore a local backup file, click Tools >> Restore Backup. A wizard opens - select your .LPB file and follow the prompts. The app automatically saves a copy of your current data before restoring, so you can undo the restore if needed. To restore from an online backup, click Tools >> Online Backups. Log in to the online backups server, then click Restore next to the backup you want. See How Can I Set Up Online Backups? for details on registering and using this feature. To undo a recent restore, click Tools >> Revert Last Restored Backup. This rolls the data back to the automatic copy the app saved immediately before your last restore. In the Online (Web/Mobile) App To restore a local backup file, go to Tools >> Restore Backup. The Restore Local Backup screen lets you upload an .LPB file from your computer. Click Upload & Restore to apply it. This overwrites your existing company data. Restore Backup is not available on trial accounts. To restore from an online backup, go to Tools >> Online Backups, log in, and click Restore next to the backup you want. To undo a recent restore, go to Tools >> Revert Last Restored Backup and click Yes, let's revert. This returns your data to the state it was in immediately before the last restore or sync. If the Restore Backup option is unavailable or greyed out, see Why Can't I Restore a Backup File?

Question 6

How Do I Back Up and Restore My Data in the Online App?

Accepted Answer

The online (web/mobile) app includes its own backup tools under Tools >> Create Backup and Tools >> Restore Backup. Backups are saved as .LPB files and contain all companies and employees in your account. Creating a Backup Navigate to Tools >> Create Backup. Click Create Backup. The app generates a timestamped .LPB file and downloads it to your computer automatically. Restoring a Backup Navigate to Tools >> Restore Backup. Select a .LPB backup file from your computer. Click Upload & Restore. The restore process will overwrite all existing company data. Once complete, you are redirected to the entity selection screen. Note: Backup restore is not available on trial accounts. Reverting a Restore If you need to undo a restore, go to Tools >> Revert Last Restored Backup. This rolls your data back to the snapshot taken immediately before your last restore or sync. The option is only available if a pre-restore snapshot exists. Cloud-Based Online Backups In addition to local backup files, the app supports saving backups to our secure cloud server. Go to Tools >> Online Backups to register, send a backup, or restore from the cloud. See How Can I Set Up Online Backups? for details. If you use the desktop app, see How Can I Backup My Lightning Payroll Data? for the desktop backup workflow.

Question 7

Why Is The Program Freezing When I Restore A Backup?

Accepted Answer

If the program freezes when restoring a backup, the cause is usually an invalid auto-backup location. Please try the following steps:Go to Settings >> Backups.Either untick the Backup your data automatically checkbox, or update the backup directory to a valid location on your computer.Save the setting.Try restoring the backup file again.If the problem persists, please contact the support team.

Question 8

How Can Restoring A Backup Delete Pay Data?

Accepted Answer

By default, Lightning Payroll opens up to look like it did when it was last closed down. If you share data between two computers (as each subscription allows) you will need to be responsible with managing your data's continuity. If your colleague does some work and you fail to restore their data before continuing, it may get lost. Please see below for a demonstration of how this problem may arise. How to Avoid Losing Data The safest way to share payroll data across two computers is to use the Online Backups feature, which keeps a copy of your data on Lightning Payroll's secure servers and lets both computers stay in sync. In the desktop app, go to Tools >> Online Backups and enable Automatically backup every 7 days?. On each computer, also enable the Prompt when a more recent backup is available? option - this way the software will warn you before you work on older data. Follow this discipline when moving between computers: Before finishing work on Computer A, open Tools >> Online Backups and click Send Backup to push your latest data to the cloud. When you start work on Computer B, open Tools >> Online Backups and restore the most recent backup so you are always working from the latest copy. Repeat this process every time you switch computers. For full instructions on registering and configuring online backups, see How Can I Set Up Online Backups?. If you have already restored a backup and realised it was the wrong one, the online app includes a Revert Last Restored Backup option under Tools that can roll your data back to the state it was in immediately before the restore.

Question 9

How Do I Set Up and Use Web Sync Across My Devices?

Accepted Answer

Lightning Payroll includes a web synchronisation feature that keeps your data in step between your Lightning Payroll installations and the web application. (Before setting this up, we strongly recommend making sure every device holds the same, up-to-date data by using the Online Backups feature, or Create Backup / Restore Backup under the Tools menu.) To turn web synchronisation on, go to Settings >> Other Settings in the desktop program. You will see three options: After ticking any one of these options you are asked to log in to enable the feature. Use the same login details you use for the website's Client Login. Note: this is separate from your application password, your subscription ID and your Online Backups password. If you have trouble with your password on this screen, use the Forgotten Password? option below the fields. After logging in, you are emailed a 6-digit two-factor authentication (2FA) code to enter on the next screen. If your account is secured with Google Authenticator, use the 2FA code generated by that app instead. Once the code is accepted, web sync is active. Sync Data Up To Web App? When enabled, this detects changes you make inside Lightning Payroll and uploads them to the web application. Sync Data Down To Desktop App? This detects more recent changes made online and downloads and restores them into your Lightning Payroll desktop application. With these first two options, checks run automatically every 5 minutes, and a refresh button appears at the bottom-right of the program. Use that button to check manually in between the 5-minute intervals. Manually Control Web Sync Uploads/Downloads? This option does not synchronise automatically, leaving you in control of when backups are created and restored. Instead of the refresh button used by the previous two options, separate upload and download buttons appear at the bottom-right. The diagrams below show how the feature works between the web application and one installation, and between the web application and two installations:

Question 10

Why Can't I Restore a Backup File?

Accepted Answer

A backup (.LPB) file is normally restored under the Tools menu of Lightning Payroll. If the Restore Backup option is greyed out or unavailable, you are either on a trial licence or unlicensed (your licence may have expired). Creating and restoring backups is only available to users on a paid subscription. If you only need to restore a backup to view old data, you can open Lightning Payroll in a read-only (unlicensed) mode. You cannot make any changes in this mode, but you can restore backups. To switch from trial mode to unlicensed (read-only) mode, delete the trial licence file manually while the application is closed. This file is called license.txt and lives in the following location depending on your operating system: Windows: C:\Users\<your user folder>\AppData\Roaming\Lightning Payroll\license.txt Mac: ~/.LightningPayroll/license.txt An easy way to reach the data folder is to click the ? in the lower-left corner of the start-up screen when you open the program, then choose Open Data Folder. Right-click the license.txt file and delete it. Note: the picture below is for a Windows user.

Question 11

How Can I Backup My Lightning Payroll Data?

Accepted Answer

Because Lightning Payroll is a desktop application, your data is stored on your own computer, not with us. We recommend you become familiar with the program's backup features. Online Backups are a great way to keep a secure, off-site copy of your payroll information using the cloud storage we provide for customers. Only you can access this data. It is also an easy way to pass data between two Lightning Payroll systems that share the same subscription. To create a backup file on your computer, click Tools >> Create Backup. This saves a complete copy of your payroll data (for all companies) into a single compressed file with an .LPB extension. You can restore these files later via Tools >> Restore Backup. Lightning Payroll can also make regular automatic backups to a folder you choose. Turn this on under Settings >> Backups >> Backup your data automatically. We recommend you regularly keep a backup on an external storage device, or online, in case your local hard drive fails.

Question 12

What Do I Need to Do at the End of the New Zealand Tax Year?

Accepted Answer

The New Zealand tax year runs from 1 April to 31 March. There is no separate year-end finalisation step with Inland Revenue - Employment Information is filed after each payday throughout the year. The checklist below covers the actions to take when the tax year closes. 1. File Employment Information for your last pay run Process and complete your final pay run for the tax year as normal. When you file Employment Information for that pay run, tick Final return (no further EI expected) to signal to Inland Revenue that no further Employment Information is expected for this employer in the current cycle. In the desktop app: open the pay run, then go to Pays and choose Submit Payday Filing To IR. Tick Final return (no further EI expected) before submitting. In the online (web/mobile) app: open the pay run and go to NZ Payday Filing &mdash; Employment Information. Tick Final Return, connect to Inland Revenue, then review and confirm the submission. 2. Check that all Employment Information has been accepted After the final submission, open the Payday Filing Mailbox and check that all returns for the year have a confirmed response from Inland Revenue. Retrieve any outstanding returns and resolve any errors before the new tax year begins. See How Do I Use The Payday Filing Mailbox And Retrieve A Return? for guidance on checking pending responses. 3. Verify year-to-date totals for each employee YTD totals reset automatically when the first pay with a pay date on or after 1 April is completed. Before that reset, confirm the final-year figures match what was filed with Inland Revenue. In the desktop app: open each employee and review the YTD totals from the employee record. In the online (web/mobile) app: open an employee, go to the YTD tab, and review the Year To Date Summary screen. Select the closing tax year from the Financial Year dropdown to confirm the final gross, PAYE, KiwiSaver employee, KiwiSaver employer, ESCT, and student loan figures. 4. Submit any outstanding Employee Details tasks If any employee records were created, updated, or terminated during the year, confirm that the corresponding Employee Details tasks have been submitted to Inland Revenue's Employment Service. Outstanding tasks appear in the NZ Employee Details screen in the Pays area of the online app, or in the Employee Details Dashboard from the Pays menu in the desktop app. 5. No PAYE payment summary or STP finalisation is required There is no PAYE equivalent of an Australian STP finalisation or group certificate. Inland Revenue uses the Employment Information filed throughout the year to reconcile each employee's income. Once the final EI has been accepted by Inland Revenue, no further year-end lodgement is required. For background on how YTD figures work across the year boundary, see How Does Lightning Payroll Handle YTD Figures And Pay Processing Dates? For details on what the final return checkbox does versus a nil return, see What Do Nil Return And Final Return Mean In Payday Filing?

Question 13

How Do I Change The Sort Order Of The Employee List?

Accepted Answer

On the Employees screen, tick Show employee sorting options above the employee list to reveal the sorting controls, then choose a Sort by field &mdash; Last Name, First Name, or Employee Number &mdash; and an ascending or descending direction. The same controls are available in the desktop app and the online (web/mobile) app. Your choice is saved for the company, so the employee list keeps the same order next time you open it, in either app.

Question 14

How Do I Use the Change History Report in the Online App?

Accepted Answer

The Change History tool records additions, deletions, and modifications made to your payroll data. You can filter and print a report, or permanently delete the stored history to reduce database size. In the desktop app: go to Tools >> Change History, set the date range and category, then click Print Report. See What History Tracking Tools Are Available In Lightning Payroll? for an overview of all desktop history tools. In the online (web/mobile) app: navigate to Tools >> Change History. Generating a Report Set the Start Date and End Date for the period you want to review. Tick one or more Categories in the list. The available categories update automatically based on the change types you have selected, and the report prints a separate section for each selected category. If you have ticked an employee-related category, an optional Filter by Employee list appears so you can narrow the report to specific employees. Tick Show Terminated Employees? to include terminated employees in that list. Choose a Sort By order: Date and Time, Description, or Type. Use the Include ADD Changes?, Include DELETE Changes?, and Include UPDATE Changes? checkboxes to filter the change types included in the report. Click Print Report. The report downloads as a PDF named with the selected date range. Your selections (categories, employee filter, sort order and change types) are saved per user and pre-filled the next time you open the report. The date range always starts fresh. Deleting the Change History Change history can take up a significant portion of your database. Clearing it may improve performance but makes historical investigation harder. To delete it permanently: Click Delete Entire Change History?. A confirmation prompt appears. Click Yes to proceed. A success message confirms how many rows were deleted. Click Close. Deleting the change history does not affect your payroll data in any way.

Question 15

How Can I Update to the Latest Version of Lightning Payroll?

Accepted Answer

Lightning Payroll is a desktop program for Windows and Mac OSX, plus a web/online application and a mobile app. We update the software regularly with new features, performance improvements and bug fixes, usually every four or so weeks. Updates install themselves via an automatic download. When a desktop update is available, you are prompted to update the moment you open the program. You can also check at any time by clicking Check for Updates Now? at the bottom of the program window. The web and mobile apps always keep themselves up to date automatically. (Mobile app updates depend on your app store being set to update apps automatically.) For the desktop version, reinstalling or updating the software resolves most issues should they arise. If updating from within the program fails, you can download and install the latest version directly from the links below. Your data is safe and is not affected by reinstallation. Please make sure Lightning Payroll and any error messages are completely closed before reinstalling. Download for Windows 64-bit (Windows 8.1 and above, with the latest Windows updates installed) Download for Windows 32-bit (Windows 8.1 and above, with the latest Windows updates installed) Download for Mac OSX (version 10.14 Mojave and above) To turn updates on or off, or to change other update preferences, go to Settings >> Updates. Legacy Versions (Windows 7, Mac OSX 10.12 / 10.13) Legacy versions no longer receive any updates, including tax tables and super rate changes, so they must not be used to run pays. Please move to a current version of Lightning Payroll on a supported operating system, or switch to Lightning Payroll online. Newer versions of Lightning Payroll were rebuilt on the latest base software and libraries to stay secure and perform well on current Windows and Mac releases. As part of that work we had to drop support for Windows 7, Mac OSX 10.12 and Mac OSX 10.13. If you still need to open older data on one of those systems, the final legacy installers remain available below for reference only: Legacy installer for Windows 7 Legacy installer for Mac OSX 10.12 & 10.13

Question 16

Can I Connect to the Lightning Payroll API?

Accepted Answer

The Lightning Payroll API is live and available to approved integration partners. It enables programmatic access to payroll data and functions, including creating employees, reading pay records, and managing company settings on behalf of connected customers. Access is not open to individual customers directly. If you are a software provider or reseller seeking to integrate with Lightning Payroll, please contact our support team to discuss a partnership arrangement.

Question 17

How Can I Pay For My Annual Subscription?

Accepted Answer

You can pay for your subscription - whether monthly or annual - via auto-renewal, or through our website via Client Login >> My Account >> View your current subscriptions. We accept Visa or MasterCard credit card payments. You can save your card details for automatic renewal; full card details are stored securely by our payment partner Till Payments (only the last four digits and expiry date are visible in your account). To update or remove a saved card, go to My Account >> Update credit card & auto renewals. Alternatively, you can pay by direct deposit bank transfer. If you choose this option, select Direct Deposit as the payment type when placing your order on our website. For a full list of your past orders and tax invoices, see Where Can I View Order History and Tax Invoices for Licence Payments?

Question 18

What Are the System Requirements and/or Limitations of Lightning Payroll?

Accepted Answer

Compatible Operating Systems Lightning Payroll desktop application is compatible with Windows 10 (and above) and Mac OSX 10.14 (Mojave) and above. We only support these operating systems for desktop; the software is not designed for, or tested on, server-based operating systems. Lightning Payroll web version is available on any computer/device with internet access, and the mobile app can be used on any smart phone where the app is available for download in the phone's app store. System Minimum system requirements for using Lightning Payroll are: Intel Core i5 (sixth generation or newer) or equivalent 8 GB RAM 500 GB internal storage drive Screen/Monitor Size Lightning Payroll is not recommended for screen sizes below 15 inches as some screens will appear squished or very hard to see. For ultra hi-res and 4k monitors you may need to configure these for clarity in the program. Pay Run Schedules Lightning Payroll accomodates the following pay schedules in line with the ATO's tax tables: Weekly Fortnightly Monthly You can use any combination of these three pay schedules on any of the business entities within the software, however only one schedule of a type per company is possible (i.e. you cannot run two simultaneous weekly schedules ending on different days of the week). Approved Income Streams Lightning Payroll is certified by the ATO for the following Single Touch Payroll (Phase 2) income streams: Salary and Wages Working Holiday Maker Closely Held Payee Voluntary Agreement Withholding Payer Number Lightning Payroll does not support WPNs for reporting parties. All businesses/companies require an ABN to pay their staff within Lightning Payroll. Support Team Boundaries Lightning Payroll support is free to our subscribers, however certain topics are outside of what our team may assist you with: Teamviewer/Remote access - Our support team do not currently 'remote in' to customer's systems. This is not usually necessary when helping solve issues, as backup sharing with support is built-in to the software. Email configuration and troubleshooting - Lightning Payroll includes a basic SMTP server settings search feature under the Company >> Email tab which finds common email settings. This uses a third-party API to obtain settings. Beyond this you'd have to contact your email account provider for gaining or adjusting those settings, as our support team are unable to provide settings for email providers. Note that you now have the option of having Lightning Payroll send emails from the program for you instead. ATO myID app - Our support team are unable to provide support for the ATO's myID app, which is a requirement to be able to download and manage your machine credentials for sending Single Touch Payroll. For ATO technical support please contact their Technical Helpdesk on 1300 287 539 / Option 2 / Option 1.

Question 19

How Can I Access Database Recovery Tools And Other Advanced Data Folder Operations for Lightning Payroll Desktop?

Accepted Answer

This guide is for advanced users who need to reach the utility tools built into the Lightning Payroll desktop app. These tools help you manage your data and troubleshoot issues. Opening the Utility Options When Lightning Payroll desktop starts, a splash screen appears with the application logo. Click the small help (question mark) icon in the lower-left corner of the splash screen to open the hidden Utility Options dialog. Folder Operations From the Utility Options dialog you can open these folders: Open Data Folder: the directory containing your payroll data files. Open ATOMAS Folder: the ATO keystore folder. Open Installation Folder: the Lightning Payroll installation directory. Database Recovery Utilities If you run into database problems, these tools can help with recovery and repair: Download Database Repair Utility: attempts a repair of the current database. Download Auto Restore Utility: restores your last automatic backup made prior to today. Manual Recovery Tool: lets you recover from a list of the most recent backups made on this computer. Caution: these tools are intended for advanced users. Incorrect use may lead to data loss, so make sure you understand each function before proceeding.

Question 20

Will I Lose The Data I've Entered When My Trial Expires?

Accepted Answer

No. Any data you enter during your free trial is saved, so you can pick up where you left off after subscribing. Desktop app Your trial data is stored on the computer you have been working on. Once you have purchased a subscription, use the Licence Assistant (accessible from within the program) to download and install your new licence. The program will then run as the full paid version using your existing data &mdash; nothing is lost. See I Have Paid For My Licence &mdash; What Happens Next? for the step-by-step activation process. Online (web/mobile) app Your data is stored securely on our servers. When your subscription is active, it is picked up automatically the next time you log in &mdash; no manual licence entry is required. Your data remains intact throughout the transition from trial to paid subscription. For more information on starting a trial, see Can I Try Lightning Payroll?

Question 21

How Do I Share My Payroll Data With Another Lightning Payroll Account?

Accepted Answer

The Data Sharing screen in the online (web/mobile) app lets you grant another Lightning Payroll account the ability to download a backup copy of your payroll data. This is useful when sharing data with an accountant or bookkeeper who already has their own Lightning Payroll subscription. Granting Access to Another Account Go to Settings >> Data Sharing in the online app. In the Enter other user's email to share field, type the email address associated with the other Lightning Payroll account. Click Submit. The other account now appears in the Who can access your payroll data? table. They will be able to log in to their own Lightning Payroll account and download a backup file of your data from their Settings >> Data Sharing screen. Downloading a Shared Backup If another account has granted you access to their data, that account appears in the Whose payroll data can be accessed by you? table. Click the download icon next to their entry to save a backup file to your computer. To load the data, go to Tools >> Restore Local Backup in the online app and select the downloaded file. Note that restoring a backup will overwrite any existing company data in your account. Removing Access To revoke access you have granted, find the account in the Who can access your payroll data? table and click the delete icon. To stop accessing another account's data, find them in the Whose payroll data can be accessed by you? table and click the delete icon. For other ways to share payroll access - including adding users within your own account or sharing data with someone who does not have a Lightning Payroll subscription - see How Can I Give Payroll Access To My Accountant Or Another Person?

Question 22

How Do I Access My Account If I Can No Longer Use My Registered Email Address?

Accepted Answer

If you can no longer use the email address linked to your Lightning Payroll subscription, our support team must confirm your identity before updating any login details. Because email is the primary credential for access, we follow a strict verification process to protect your payroll data. Preferred Method &ndash; Same-Domain Email (Role-Based Only) The quickest option is to swap a personal mailbox for a role-based one on the same company domain &ndash; for example, aroha@yourcompany.co.nz to payroll@yourcompany.co.nz, or james@yourcompany.co.nz to accounts@yourcompany.co.nz. Because the business controls the domain, ownership is clear and we can process the change as soon as we receive a request from the new address. Alternative Verification &ndash; One Official Document, or Two Independent Items One official document (sufficient on its own if dated within the past 30 days): A current New Zealand Companies Register extract (from the Companies Office or via NZBN) dated within the past 30 days, showing you as a director, shareholder, or authorised officer. If the extract is older than 30 days, it must be submitted alongside one of the independent items below. A court order, liquidation appointment letter, or other legally binding document naming you (or your firm) as the authorised representative. Or two independent items (both required): System Hardware ID recorded by your previous Lightning Payroll desktop installation. Payment details, such as the last four digits of the credit card from your most recent renewal, or the exact banking reference used for a direct deposit. Photo identification &ndash; a clear selfie holding government-issued ID that matches the contact name on the account. Phone-call verification &ndash; we call the publicly listed or Companies Register phone number for the business to confirm the person making the request is an authorised payroll representative (for example, an office manager or HR representative). Once we verify the evidence, we update your registered email and confirm by reply. Privacy and Document Disposal Copies of ID documents, selfies, Companies Register extracts, and court papers are permanently deleted once sighted and verified. We retain only a brief internal note (for example, &ldquo;Companies Register extract sighted, ref 123456&rdquo;) for audit purposes. Email attachments containing personal information are removed from our systems immediately after the check is complete. All data is transmitted over encrypted channels during the short review period. If Verification Fails Where we cannot reasonably authenticate the request, we will not modify or release any information. You may instead create a new account under another email address. Although inconvenient, this safeguard prevents unauthorised access to confidential data. Best Practices to Avoid Access Problems Register your subscription with a role-based address (for example, payroll@ or accounts@) rather than a personal inbox. Update contact details promptly when staff leave or roles change. Keep your payment information and company records current so verification is simpler if it is ever needed. If you have any questions, email support@lightningpayroll.com.au or phone us on 0800 515 895. See also: How Can I Access My Account If I Cannot Access The Registered Email?

Question 23

What's Involved in a Training/Consultancy Session?

Accepted Answer

Our support team is happy to help with day-to-day questions, troubleshooting, and product guidance at no extra cost. A full payroll setup review or in-depth walkthrough of your file is outside standard free support - for that, we offer paid one-on-one remote training and consultancy sessions. What Free Support Includes Q&A: help using the software. Troubleshooting: help with common errors and workflow issues. Product guidance: help finding the correct screen, report, or feature. Our team can confirm how the software behaves, the current version, and where to enter settings, but employers remain responsible for the correctness of pay rates, entitlements, classifications, and compliance choices in their own payroll. To check for common setup issues yourself, use the built-in Data Validation tool under Tools >> Data Validation in the desktop app. Book a Training or Consultancy Session We offer one-on-one remote training sessions to help you make the best use of your time while processing payroll and to prevent future issues. Sessions are tailored to your preferred platform - desktop app, online/web app, or mobile app (iOS/Android). Book a Session What's Included? 1. General Setup Confirm company details: ABN, address, banking, and contact information. Set up pay schedule(s) with your preferred dates. Review employee profiles: TFN, bank account, super fund, and tax settings. Configure pay categories, allowances, and deductions. 2. Time & Attendance Set up the Employee Portal: payslips, timesheets/timeclock, leave requests, and banking details. Use the portal timeclock or our mobile timeclock app (iOS/Android). Import clock data from BundyPlus. Approve timesheets/timeclock shifts and import them into pay runs. 3. Pay Runs & Processing Walk through processing a standard pay run. Handle bonuses, terminations, leave taken, and corrections. Adjust and re-report past pays. 4. Leave & Entitlements Annual, sick, long service, and custom leave setup (e.g. RDOs). Track balances and automate accruals. Process leave taken in pays. 5. Superannuation Set up super funds and attach them to employee profiles with their member number. Lodge super via SuperStream (using Payday Super or Super Fund Deposits). Set up salary sacrifice as super. Review contribution history and resolve issues. 6. STP (Single Touch Payroll) Confirm whether Online Services credentials for Single Touch Payroll are set up and valid. Lodge STP and handle rejections. Use Adjust events to report changes made to past pays. EOFY finalisation process. 7. Tax & Withholding Review tax tables and TFN declarations. Apply tax variations like HECS/HELP and Working Holiday visas. Adjust PAYG manually if needed. 8. Payslips & Reporting Customise payslips (logo, notes, email settings). Run reports: PAYG, super, leave, and journals. Create custom employee and pay reports if needed. 9. Security, Backups & Access Set up automatic backups (desktop and online backup options are available). Review access permissions. Set up users if needed. Follow secure backup routines. 10. EOFY / BAS / Reconciliation Pre-EOFY cleanup and lodgements. Export BAS-ready reports. Use STP Adjust events to update BAS pre-fill. Reconcile super and PAYG. Process EOFY finalisation. 11. Tips, Tricks & Support Avoid common pitfalls that cost you time. Use batch tools and keyboard shortcuts. Access help and FAQs. Why Book a Yearly Training or Check-Over Session? Sharpen your skills and reduce payroll errors, saving you time. Stay on top of compliance with the ATO and Fair Work. Keep up with new Lightning Payroll features so you can take full advantage of them. Receive personalised advice and a setup review. Reduce time spent on support calls, as well as accounting costs. Gain peace of mind that your payroll setup is accurate and configured to suit your business. Book a Session

Question 24

How Do I Copy or Duplicate Employees?

Accepted Answer

You can easily copy employees between companies in Lightning Payroll to save time and avoid re-entering data. This is useful when hiring a new employee who is similar to an existing one, or when an employee works across multiple businesses and needs to appear in more than one payroll entity. To copy or duplicate an employee: Open the Employees screen. Click Actions >> Copy Employee/s (or simply Copy Employee/s if using the web or mobile version). Select the employee(s) you want to copy and choose the destination company or entity. Click Copy. A success message will appear once the process is complete. When you copy an employee, Lightning Payroll will duplicate their: Pay items (such as allowances and deductions) Leave balances Pay rates Bank accounts Super fund details Note: Pay and super history will not be copied. The success message will remind you that bank accounts, leave balances, and super fund details have also been copied - delete these from the copied employee's record if you did not intend for them to be brought over. If the duplicated employee is not needed, they can be deleted from the Employees screen. The new copy will have "Copy of " added to the beginning of their surname to help you easily identify the duplicate. You can edit this at any time in the employee's personal details.

Question 25

How Can I Import Data Into Lightning Payroll?

Accepted Answer

Lightning Payroll supports several types of data import. The options available depend on whether you are using the desktop app or the online (web/mobile) app. Importing Employee Records You can import employee records from a CSV file. The easiest way to create an import-ready file is to export employees from an existing Lightning Payroll database using Export For Import (CSV), then import them into the new company. In the desktop app: open the Employee List and use the Import employee data from CSV file button. In the online (web/mobile) app: go to Employees >> Actions >> Import Employees / Historic Gross CSV. For full instructions, including the required CSV columns and how to prepare your file, see: How Do I Import Employee Records Into Lightning Payroll? Importing Time and Attendance Data Lightning Payroll can import time and attendance data from an external CSV or JSON file to create pays. This is useful when you use a third-party rostering or time-tracking system. In the desktop app: use Import/Manage Time And Attendance Data from the Rosters screen or the Pays screen. In the online (web/mobile) app: go to Pays >> Import Pay Data (JSON/CSV). For full instructions on file formats, CSV columns, and the JSON schema, see: How Do I Use the Import Time & Attendance Wizard? Importing Timeclock and Employee Portal Shifts If you use the Lightning Payroll timeclock app or the Employee Portal, employees' clocked shifts and timesheet entries are synced automatically. Access these via Import/Manage Shifts on the Pays or Rosters screen (desktop), or the Timeclock/Portal Sync option in the online app. Entering Year-To-Date Figures From a Previous System Lightning Payroll does not import payroll history directly from other payroll software. If you are switching mid-year, enter year-to-date (YTD) figures for each employee manually as YTD adjustments in the Employees section.

Question 26

Can I Purchase Lightning Payroll For Less Than A Year?

Accepted Answer

Yes, Lightning Payroll is available as either a monthly or annual subscription. You can choose the subscription term that best suits your needs when purchasing or renewing.

Question 27

What Options Are Available When Emailing Employees?

Accepted Answer

Lightning Payroll lets you set extra preferences for emailing each employee's payslips and payment summaries. The options are available in both the desktop and online apps under Employees >> Details >> Email Options. Desktop App Open the employee record and select the Email Options tab. The following options are available: Alternate Email &mdash; enter a secondary address here to send this employee's payslips to. If an alternate email address is entered, it becomes the default address used for this employee. Email Payslips? &mdash; choose whether this employee receives their payslips by email. Email Payment Summaries? &mdash; email PAYG payment summaries directly to the employee at end of financial year. Send to both email addresses? &mdash; send documents to both the primary email address and the alternate email address. Online (Web/Mobile) App Select the employee, go to the Details section, and choose the Email Options tab. The following fields are available: Email Address &mdash; the employee's primary email address. Alt. Email Address &mdash; enter a secondary address here to send this employee's payslips to. If an alternate email address is entered, it becomes the default address used for this employee. Email Payslips Enabled? &mdash; choose whether this employee receives their payslips by email. Email Payment Summaries Enabled? &mdash; email PAYG payment summaries directly to the employee at end of financial year. Send To Both Addresses? &mdash; send documents to both the primary email address and the alternate email address. Note: PAYG payment summaries are generally no longer needed for most employees. End-of-financial-year finalisation is done through Single Touch Payroll, and the information goes directly to your employees' myGov accounts.

Question 28

Where Can I Access Early Releases of an Upcoming Lightning Payroll Desktop Version?

Accepted Answer

Occasionally we provide users with early beta access to upcoming versions of Lightning Payroll desktop. These future releases can be downloaded from the following links: Windows Prerelease Download (64 bit) Mac Prerelease Download

Question 29

What are the Different Employment States?

Accepted Answer

Employees can have different states in Lightning Payroll: Active, Inactive, Terminated and Deleted. Each is explained below. Active &mdash; an active employee is currently working and being included in pays. This is the default state when you add an employee, indicated by the Active pay recipient? box being ticked under Employees >> Pay Settings >> Pay Rates. Active employees count towards the total employee number for your licence. Inactive &mdash; an inactive employee has not been terminated but is not currently working or being included in pays. This is indicated by the Active pay recipient? box being unticked under Employees >> Pay Settings >> Pay Rates. Inactive employees still count towards the total employee number for your licence. Terminated &mdash; a terminated employee has been officially terminated in the program. This is done during the employee's final pay in the Edit Pay screen by clicking Terminate Employee. Terminated employees appear in red in the Employees list once you tick Show Terminated Employees? above the list. Terminated employees do not count towards the total employee number for your licence. See here for more on terminating employees. Deleted &mdash; a deleted employee has been completely removed from Lightning Payroll. If you delete an employee using the Actions button in the Employees section, all of their past and present data is removed, which is almost never needed. Deleted employees do not count towards the total employee number for your licence. Note: deleting employees is not recommended. If an employee has left your company, terminate them through the Pays screen instead.

Question 30

Can I Install The Desktop Version of the Program On Multiple Computers?

Accepted Answer

A Lightning Payroll subscription lets you install the desktop version on two separate computers. The two installations do not talk to each other automatically and cannot be used at the same time, because the desktop application stores its data locally on each machine rather than online. If you need to work across more devices, the web/online version of Lightning Payroll and the mobile app for Android and iOS are also available to subscribers. These are not limited to any number of devices and do not require backing up, because the data is live and online.

Question 31

How Can I Set Birthday Reminders?

Accepted Answer

To create birthday reminders for your active employees, go to Settings >> Reminders. Tick the Birthday Reminders On? box at the bottom-left of the screen, choose how many days' notice you want, then click Create Birthday Reminders For Active Employees. This adds a birthday reminder for every active employee. You can edit an individual reminder by clicking the pencil icon and saving your changes, or remove a single employee's reminder by clicking the red X on their row. To clear all birthday reminders at once, untick Birthday Reminders On? at the bottom-left of the screen. When you open Lightning Payroll on or around the date each reminder is set for, you are notified with a pop-up.

Question 32

How Do I Enable Dark Mode in Lightning Payroll?

Accepted Answer

Dark mode is available across all versions of Lightning Payroll, including the desktop, web, and mobile apps, as well as our website. To enable dark mode in the app: Go to Settings >> Display/Time Settings. Tick the box labelled Dark Mode?. Important notes: On the Windows and macOS desktop apps, restart the application after changing this setting so the change takes full effect. On macOS, we recommend matching Lightning Payroll's dark mode setting to your system theme for a consistent look. The app does not automatically detect or follow the system theme. Our website also supports dark mode. Look for the sun/moon icon in the upper right corner at www.lightningpayroll.com.au to switch between light and dark themes.

Question 33

What Are The Differences With Setting Up Full-Time, Part-Time, and Casual Employees?

Accepted Answer

Full-time, part-time, and casual employees are all set up in Lightning Payroll from the same employee profile areas. The difference is how you choose to label them, set their standard hours, and handle leave accruals. Employment type and tenure When creating or editing an employee, go to Employees >> Pay Settings >> Pay Rates and choose the employment type and tenure that best match the worker. These fields are mainly used for labels, reporting context, and internal organisation. Standard hours and days You can also define the standard hours for a full day and the standard days for a full week. These values help when setting up leave accruals and default working patterns, especially for permanent staff. Leave accruals Leave behaviour is controlled under Employees >> Leave >> Leave Settings. Common patterns are: Full-time employees: usually accrue leave based on the pay period or default entitlement settings. Part-time employees: may accrue leave on a reduced pattern or on actual hours paid, depending on how the employer manages entitlements. Casual employees: are often set so leave does not accrue, unless the rules or agreement for that worker say otherwise. The correct setup depends on the employment agreement, payroll rules, and jurisdiction that apply to the employee. Lightning Payroll gives you the fields to configure this, but the employer is responsible for choosing the correct settings. For more detail on leave calculations, see the related FAQ on leave accruals.

Question 34

What Are The Main Differences Between The Lightning Payroll Desktop and Web/Mobile Applications?

Accepted Answer

Lightning Payroll Desktop, Web, and Mobile share the same payroll data, but they do not offer an identical toolset. Web and Mobile strengths Access your payroll from anywhere with a browser, phone, or tablet. Use the modern web interface with search, recent history, and mobile-friendly navigation. Review and manage common payroll tasks without being at the desktop machine. Desktop strengths Full local database control, backup, restore, and advanced recovery tools. More import and export utilities for desktop workflows. Extra configuration tools for local files, advanced reports, and some accounting integrations. Some compliance and reporting tools that depend on the current site mode and jurisdiction. Important note Some features are available in one interface first, or only in one interface for technical reasons. If you cannot find a tool on web or mobile, check the desktop app. If you cannot find a desktop convenience feature online, it may still require the desktop version. For the current comparison of a specific feature, contact support and we can confirm which interface is the right one to use.

Question 35

What History Tracking Tools Are Available In Lightning Payroll?

Accepted Answer

Lightning Payroll includes several tools that help you track changes made to your data and files. The main ones are below. Change History (under the Tools menu) The Change History tool records the creation, deletion, and modification of many data types throughout the program, including when the program is opened and when an employee's settings are changed. Enter the date range you want to review, choose a category, then click Print Report. You can manually delete (flush) the change history if you wish, since it can take up a fair chunk of your database size, which sometimes affects performance. Deleting the change history does not affect your payroll data in any way. Direct Entry Saved File Report This report tracks the direct entry files made to pay wages or super. You can see when and where each file was saved, and what payment information (account details, reference numbers, and so on) was in the file. Machine Credential Keystore Information Report This report scans both the standard ATO keystore directory and the Lightning Payroll data directory for any valid machine-to-machine (M2M) credential keystore (.xml) files. It shows every credential in each file along with its metadata. Backup History Report This report lists all backups created and restored, giving you a history of database file changes. Email Sent Report This report gives detailed information about emails sent from the program and the settings that were used. It is useful for troubleshooting outgoing mail server issues and for tracking which emails (payslips, reports, rosters, and so on) were sent, when, and to whom.

Question 36

How Can I Check What Version of the Software My Computer is Running?

Accepted Answer

You can check which version of the software you're using at the bottom of the Lightning Payroll desktop program window. You can check if your version is the most current by clicking Check for updates now? at the bottom of your program. Click here to find out more on how to update your software.

Question 37

Where Can I See a Demo of Lightning Payroll?

Accepted Answer

Here is a demonstration of how to process a pay in Lightning Payroll desktop version. Check out more on our Youtube channel.

Question 38

How Do I Suggest Features/Feedback Or Report Bugs?

Accepted Answer

We highly value the insights and feedback from our users at Lightning Payroll. If you encounter any bugs or have suggestions for features that could improve your experience with our software, we encourage you to reach out through our standard support channels. Contact Us To report a bug or suggest a feature, please contact us via: Email: support@lightningpayroll.com.au Phone: (07) 3051 5895 Our Approach to Feedback and Suggestions We appreciate every piece of feedback and every suggestion we receive. However, it's important to note that not every suggestion can be implemented. We strive to develop features that will benefit the majority of our users and align with our software's core objectives. If your suggestion is not accepted, it's not a reflection of its value but rather our current focus and resources. Similarly, not every issue reported as a bug is a malfunction in our software. In some cases, it may be a misunderstanding of how a particular feature is intended to function. We're here to clarify these functionalities and assist you in making the most out of Lightning Payroll. We look forward to hearing from you and are committed to improving your experience with Lightning Payroll.

Question 39

Can I Export My Data To Another Payroll Program?

Accepted Answer

Exporting Lightning Payroll DataLightning Payroll does not provide a direct exporter to competing payroll platforms. The product is designed as a self contained payroll system rather than a migration tool into other payroll products.What you can exportYou can still export useful data from Lightning Payroll Desktop in several ways:General Ledger exports for accounting software.Employee Report Builder exports for employee level data.Pay Report Builder exports for pay history and payroll analysis.CSV based custom reports for review, archive, or further manipulation in Excel.If your goal is to move figures into another finance system, the General Ledger and reporting tools are usually the best starting point.If you need help extracting a particular set of payroll data, contact support and describe what fields you need.

Question 40

How Can I Easily Send A Report By Email?

Accepted Answer

In the Lightning Payroll desktop version, sending a report by email is quick and simple. Follow these steps to email any report: Open a report preview in Lightning Payroll. Click on the envelope icon at the top of the report preview. Enter the recipient's email address. You can send to multiple addresses by separating them with a comma. The software will remember these addresses for future convenience. Optionally, you can add a personalised message for the email body. Troubleshooting Email Issues If you encounter errors related to email settings not being configured, you can update your preferences as follows: Go to Company screen. Select the Email tab. Tick the box for Have Lightning Payroll send emails for you, instead of using your own email provider? This setting will allow Lightning Payroll to handle emails directly, avoiding potential configuration issues with your own email provider.

Question 41

How Can I Purchase Lightning Payroll?

Accepted Answer

To purchase a Lightning Payroll subscription, go to the 'Buy Now' page of our website and choose a licence to suit your needs from the options available, then register an account with us and make payment.Once your payment has been confirmed, you will receive an email with a subscription ID number which needs to be entered into the program when you open it for the first time. You can go to Tools >> Licence Assistant in the program to get to the Online Licence Install screen if it doesn't appear automatically. Please note ' When using a trial version, you have not yet registered an account with Lightning Payroll.

Question 42

Where Can I View Order History and Tax Invoices for Licence Payments?

Accepted Answer

You can view your licence order history, as well as print and download .PDF copies of your tax invoice/s for licence payment via our website. You will need to login to Client Login on our website, then click on My Account, then click View Your Order History. From here you can see the list of your orders under this account, and click View on the order you'd like to see. To print or download a .pdf copy of the tax invoice for your chosen order, click on Show Tax Invoice, then select either Print This Invoice or Download A PDF Copy from the buttons at the top right-hand corner of the page.

Question 43

Can I Try Lightning Payroll?

Accepted Answer

If you would like to try Lightning Payroll, we offer a free 30 day trial. Any data entered into the program during the trial period will be saved, meaning you can continue from wherever you left off if you choose purchase a license and become a subscriber. Click the appropriate link to download your trial now. Windows Mac

Question 44

How Do Lightning Payroll Invoices Work?

Accepted Answer

Lightning Payroll issues tax invoices based on the type of subscription and payment method you choose. Here's how invoicing generally works for our services: Subscription Invoicing Annual subscriptions can be paid by credit card (Visa or Mastercard) or by direct EFT bank transfer. Monthly subscriptions must be paid by credit card and will automatically renew on the expiry date, unless cancelled beforehand. Invoices are emailed to the account holder once payment has been processed. If you are on a monthly subscription, you'll receive a new invoice each month. Annual subscriptions generate an invoice at the time of purchase or renewal. If you have an auto-renewing annual subscription, an invoice will be sent to you 30 days before the expiry date. Non-Recurring Services Some one-off services like training or custom development are also invoiced individually and do not automatically renew. For a full list of our products and pricing, visit our Pricing Page. Auto-Renewals Monthly subscriptions renew automatically each month. Annual subscriptions also auto-renew unless cancelled before the expiry date. If you've cancelled your subscription and wish to renew, you'll need to purchase a new one manually through our Buy Now Page. Correcting Invoice Details If an invoice was generated with incorrect information (e.g. business name or address), the steps to update it will depend on how the payment was made: Bank Deposit: You can either update your details and create a new order, or contact us to edit the existing invoice. Manual Credit Card: Update your details before making the payment. The invoice will reflect the new details. Auto-Renewal: Please contact us. We can update the existing invoice if needed. To edit details on the invoice yourself as referred to above, go to Login >> Client Login on our website and click Edit your account information. If you have any questions about an invoice you've received, feel free to Contact Us.

Question 45

How Do I Restrict A Policy To A Subset Of Employees?

Accepted Answer

The Audience Filter in the online (web/mobile) app lets you target a policy at a specific group of employees - for example, only staff in a particular department or location. Employees who do not match the filter will not see the policy in their portal. Leaving the filter empty shows the policy to all employees. Setting an audience filter In HR Suite >> Policies & Procedures, open a draft policy by clicking Edit, or click Create Policy to start a new one. Scroll to the Audience Filter section. When no filters are set, the label reads No audience filter - every employee will see this policy. Click Add Filter to add a filter row. In the first column, select a filter key from the dropdown: Department, Employment Type, or Location. In the second column, type the matching value (for example, Sales for Department). The comparison is case-insensitive. Repeat steps 3-5 to add further filter rows. Each row must match - they combine as AND conditions, so an employee must satisfy all rows to see the policy. To remove a filter row, click the red &times; button at the end of that row. Save or publish the policy. The filter is stored with the policy and applied immediately. How the filter works for employees When an employee opens Company Policies in the employee portal, the app checks their profile (department, employment type, and location) against the policy's audience filter. Policies that do not match are hidden from that employee. Policies with no filter remain visible to everyone. Limitations and notes The audience filter can only be edited while the policy is in Draft status. Once published, the filter is locked. To change the audience, the policy must remain in or be returned to draft. Filter values must match the employee's profile data exactly (ignoring case). If an employee's department is blank or does not match, the policy will not appear for them. Audience filters are a relevance tool, not a security control. They determine which policies an employee sees, not who can acknowledge them if they navigate directly to one. This feature is available in the online (web/mobile) app only. For steps on publishing a policy and tracking employee acknowledgements, see How Do I Publish Policies And Track Employee Acknowledgements?

Question 46

How Do I Link Checklist Tasks To Documents, Policies And Training Items?

Accepted Answer

Each task in a checklist template can be linked to a document type, a policy, or a training item. These links do not block task completion - they act as signposts so the person actioning the task knows exactly which record they need to interact with. This feature is available in the online (web/mobile) app. Open HR Suite >> Onboarding & Offboarding >> Checklist Templates, then create or edit a template to reach the task editor. The three link fields Below each task's title and description there are three small fields arranged in a row: Link doc type (optional) - enter the exact name of a document type configured in HR Suite >> Documents >> Document Types. When the task is shown during a live checklist run, this indicates which document needs to be collected or verified for that step. Link policy ID - enter the numeric ID of a published policy from HR Suite >> Policies. You can find a policy's ID in the URL when you open it in the policy editor. Linking a policy here signals that the employee or admin should read or acknowledge that policy as part of this task. Link training (optional) - enter the exact name of a training catalogue item from HR Suite >> Training >> Catalogue. This indicates which training course or certification is relevant to the task. How to add links to a task Go to HR Suite >> Onboarding & Offboarding >> Checklist Templates and click Edit on an existing template, or Create Template to start a new one. Locate the task you want to link, or click Add Task to create a new one. Under the task's title and description fields, enter a value in one or more of the three link fields: Link doc type (optional), Link policy ID, or Link training (optional). The doc type and training name fields accept free text - the value must exactly match the name as it appears in Document Types or the Training Catalogue respectively. The policy ID field accepts a number - enter the ID of the policy, not its title. Click Update Template (or Create Template for a new template) to save. Tips All three fields are optional. Leave them blank if no document, policy, or training item is relevant to that task. Spelling must match exactly for doc type and training name links. Copy the name directly from the Document Types or Training Catalogue screens to avoid mismatches. Links are stored at the template level. When you start a checklist from the template, each live task instance carries the same link values. If the linked document type, policy, or training item is later renamed or deleted, the text value on the task is not automatically updated - review your templates periodically. For guidance on building the full template structure, see How Do I Build Effective Onboarding And Offboarding Templates? For training catalogue setup, see How Do I Configure Training From Catalogue To Evidence? For policy management, see How Do I Publish Policies And Track Employee Acknowledgements?

Question 47

How Do I Use Template Library And Document Studio Together?

Accepted Answer

The Template Library is where you browse, adopt, and edit HR document templates. Document Studio is not a separate section - it opens as a panel within the Template Library when you click Document Studio / Export on any adopted company template. The full workflow runs inside one screen. Step 1: Find a template Open HR Suite >> Template Library. Use the search bar or filter by Family or Tag to find a suitable base template. Click Preview to review structure and wording before committing. Step 2: Adopt into your company library Click Adopt on a library template. This creates a company-owned draft under Company Adopted Templates. The original library template is unchanged - you are working on your own copy. Step 3: Edit the company draft Click Edit Draft on the adopted template to tailor wording and structure to your business. You can also click Customise with AI to generate or refine content. Save the draft when ready. Step 4: Export via Document Studio Click Document Studio / Export on the adopted template. The Document Studio panel opens showing export options and a live HTML preview. Select or save a Saved Style Profiles entry to reuse branding settings across future exports. Choose an Export Format: DOCX, PDF, RTF, HTML, TXT, or Markdown. Optionally set a Document Title, Subtitle, Header Note, Accent Color, and Font Family. Toggle Include Logo, Include Disclaimer, Include Structure Summary, and Include Support Footer as needed. Click Refresh Preview to update the live preview, then click Export Document to download the file. For a full list of every control in this screen, see the UI reference for Template Library, AI, and Document Studio.

Question 48

UI Reference: Which Controls Exist In Template Library, AI, And Document Studio?

Accepted Answer

This reference documents every interactive control in Template Library, including AI settings/customisation and Document Studio export tooling. Library list controls AI Settings buttonFilter/search controls: Search, Family, Tag, and Search action buttonPer-template actions: Preview, AdoptCompany-adopted template actions: Edit Draft, Clone, Customise with AI, Document Studio / Export Template Preview modal controls Read-only preview sections: Template Structure, Example Draft Document, and Related TemplatesModal close controls: top-right X and standard modal close behaviour Adopt/Edit draft controls Adopt Template modal fields: Destination, Company Template TitleDestination options: Company HR Content, Policy Library (Draft Policy), Checklist Library (Template), Training Library (Catalogue Item), Document Template Library (Document Type)Edit draft modal fields: Title, Guidance Notes, Draft ContentCommon modal actions: Cancel, Adopt, Save Draft AI Settings controls OpenAI API KeyModelEnable AI customisation checkboxActions: Cancel, Save Settings Customise with AI controls Customisation RequestBusiness ContextIndustryToneRisk FocusQuick Actions checkboxes: Make this suitable for retail hospitality; Adapt for a small NZ employer; Make language more formal; Simplify wording for employees; Add a manager procedure section; Tailor for hybrid workAI Draft Output editorActions: Close, Generate Draft, Save to Company Draft Document Studio controls Style profile controls: Saved Style Profiles, Profile Name, Apply, Save New, Update Selected, Set Default, ArchiveExport setup controls: Export Format, Document Title, Subtitle, Header Note, Accent Color, Font Family, Brand Name Override, Support Email Override, Support Phone Override, Max Content Lines (0 = all)Export format options: DOCX, PDF, RTF, HTML, TXT, MDCheckbox options: Include Logo, Include Disclaimer, Include Structure Summary, Include Support FooterPreview and export controls: Refresh Preview, Document Preview pane, Close, Export Document

Question 49

How Do I Track And Renew Expiring Employee Documents?

Accepted Answer

The HR Documents screen tracks expiry dates for every document you upload and surfaces documents that need attention before they lapse. Documents with an expiry date approaching within 30 days show a Expiring Soon status; documents past their expiry date show Expired. In the desktop app, all HR document management is handled in the online app. Open the desktop app, go to the HR Module panel, and select Manage HR in Web App to continue from there. Finding expiring and expired documents In the online app, open HR Suite >> Employee Files. Under Filter by Status, select Expiring Soon to see documents expiring within 30 days, or Expired to see documents already past their expiry date. You can further narrow results with Filter by Type to focus on a specific document category such as licences or certifications. Renewing a document There is no in-place edit on an uploaded document. To renew, archive the old record and upload the replacement with the new expiry date: Locate the document in the list and click the Archive action. Confirm the prompt. The document moves to Archived status and no longer appears in active filters. Click Upload Document and complete the upload form for the new version. Set the Expiry Date field to the updated date so the new document enters the correct status cycle. Once uploaded the new document will show as Current and will transition to Expiring Soon automatically when it falls within 30 days of expiry. Compliance Dashboard and expiry counts The Compliance Dashboard shows an Expiring Documents card with the current count and severity. Clicking the card navigates directly to Employee Files where you can apply the status filter. Use the Export button on the card to download a CSV of expiring document details. Automated reminders for document expiry Reminder emails can be sent automatically before a document expires. Go to HR Suite >> Settings and open the reminders section. Create a rule with the type set to Document Expiry and set the number of days before expiry you want the notification to fire. You can choose to notify the admin, the employee, or both. For guidance on setting expiry dates correctly at upload time, see How Do I Upload Employee Documents Correctly The First Time?. For a broader weekly review of all compliance items, see What Should I Check First On The HR Suite Dashboard Each Week?.

Question 50

How Do Employees Submit Mileage Reimbursement Claims?

Accepted Answer

Employees can submit mileage reimbursement claims directly from the employee portal without calculating the dollar amount themselves. A built-in mileage calculator converts kilometres travelled into a reimbursement amount using a per-kilometre rate. To submit a mileage claim, log in to the employee portal and open Reimbursements from the navigation menu, then select New Claim. Select a Category if your employer has configured expense categories (for example, a &ldquo;Mileage&rdquo; or &ldquo;Travel&rdquo; category). Enter a Description that explains the business purpose of the trip. Set the Expense Date to the date the travel occurred. Choose a Payment Method: Add to Next Pay (included in your next payslip) or Separate Payment. Tick Calculate from mileage. Two fields appear: Kilometres and Rate ($/km). The rate is pre-filled with the standard per-kilometre rate for your region. Adjust it if your employer uses a different rate. Enter the number of kilometres travelled. The Amount field updates automatically to show the calculated total. Optionally attach a Receipt (maximum 10&thinsp;MB). Select Submit Claim. The claim appears in your claims list with a status of Pending until your employer reviews it. Default per-kilometre rates The rate field is pre-filled based on your company&rsquo;s region: $0.88/km for Australian companies (ATO standard rate) and $0.99/km for New Zealand companies (IRD Tier 1 rate). You can type a different value if instructed by your payroll administrator. Manual amount entry If you leave Calculate from mileage unticked, enter the reimbursement amount directly in the Amount field. This is suitable for non-mileage expenses such as meals or office supplies. For information on how managers review and approve submitted claims, see How Do I Configure And Process Reimbursement Claims?

Question 51

What Should I Check First On The HR Suite Dashboard Each Week?

Accepted Answer

The HR Suite Dashboard is the fastest weekly control point for compliance and onboarding activity. Use it as a triage board before you open individual modules. Best practice: review the dashboard at least once a week and again before each payroll finalisation window so document, policy and training gaps are not discovered late. Weekly triage order Open Missing Documents first and request outstanding mandatory files from employees.Check Expiring Documents and arrange renewals for any documents that are due to expire or have already expired before the next pay period.Check Unacknowledged Policies and trigger reminders for any overdue acknowledgements.Review Overdue Checklists for onboarding/offboarding blockers.Check Overdue Training and Expiring Training so refresher tasks are issued early.Use export options to send task lists to managers or supervisors. What good looks like No overdue items in any card.Only short-term expiring items with reminders already configured.All new starters have active checklists and required document requests in progress.

Question 52

How Does HR Suite Handle AU And NZ Differences In Practice?

Accepted Answer

HR Suite workflows are shared across Australia and New Zealand. The main variation is the content pack and policy/training wording adopted by your company. What changes by country Template examples and legal wording defaults can be AU, NZ or shared.Some policy/process templates are intentionally jurisdiction-specific.Company-level configuration determines which country-specific examples are surfaced first. What stays the same Document requests, policy acknowledgement, checklists, training assignments and reminders use the same operational flow.Dashboard and audit tracking operate consistently for both regions.

Question 53

UI Reference: Which Controls Exist In Employee Files And Missing Documents?

Accepted Answer

This control reference covers all interactive fields and actions in All Documents, Upload HR Document, and Missing Mandatory Documents. All Documents controls Upload Document buttonFilter by Status: All Statuses, Current, Expiring Soon, Expired, ArchivedFilter by Type: All Types plus configured document typesRow actions: Preview, Download and Archive (non-archived rows) Upload HR Document modal controls Employee * selectDocument Type * selectFile * upload field (extension/type/size validation)Issue Date date fieldExpiry Date date fieldVisibility select: Employer Only, Employer and EmployeeNotes textareaFooter buttons: Cancel, Upload Missing Mandatory Documents controls Per-row Request button to send document requests to employees

Question 54

UI Reference: Which Controls Exist In Training & Education?

Accepted Answer

This reference covers all customer-interactable controls in Catalogue, Assignments, and Records. Catalogue controls Add Missing Defaults button (when catalogue is empty)Add Training Item buttonPer-row actions: Edit, Delete Add/Edit Training Item modal controls Start From Training Example select + Load Example (create mode)Name *CategoryProviderValidity (months)Mandatory for all employees checkboxFooter buttons: Cancel, Create/Update Assignments controls Assign Training buttonPer-row Delete assignment action Assign Training modal controls Training Item * selectEmployees * multi-select (Ctrl/Cmd for multi-select)Due DateFooter buttons: Cancel, Assign Records controls Add Record buttonPer-row Download Evidence (where available)Per-row Delete Record Add Training or Education Record modal controls Employee * selectRecord Title * section with Use custom title (for education, degrees, certificates) toggleCustom text field or training dropdown depending on toggleCompletion Date *Expiry DateResult: Attended, Passed, Failed, N/AProviderNotesFooter buttons: Cancel, Save Record

Question 55

UI Reference: Which Controls Exist In Expense Claims And Categories?

Accepted Answer

This reference covers controls for both Reimbursement Claims and Reimbursement Categories. Reimbursement claim list controls New Claim buttonFilter by Employee selectFilter by Status select: All, Pending, Approved, Rejected, PaidPer-row actions: View / Edit, Approve (pending), Reject (pending), Download Receipt (when available), Delete (pending/rejected) New Reimbursement Claim modal controls Employee *Category *Description *Amount *Expense Date *Payment Method: Add to Next Pay, Separate PaymentReceipt uploadFooter buttons: Cancel, Create Claim Review Reimbursement Claim modal controls Download Receipt button (if attached)Admin Notes textareaDecision buttons (pending claims): Reject, ApproveFooter navigation: Cancel Reimbursement category controls Add Missing Defaults button (populates built-in categories when the list is empty or incomplete)New Category buttonPer-row actions: Edit, Delete New/Edit Category modal controls Name *DescriptionActive checkboxFooter buttons: Cancel, Create/Update

Question 56

How Do I Access HR Suite From The Desktop App?

Accepted Answer

The desktop app includes an HR Module panel that shows a live compliance summary and provides a one-click path to open the full HR Suite in your browser. All document management, policy publishing, checklists, training, and expense claims are handled inside the web app - the desktop panel is a launch pad and status board, not a replacement for the web UI. Opening the HR Module panel Select HR Module from the left navigation bar. If no company is currently open you will see a prompt to select one first. Compliance summary cards Once open, the panel displays six status cards for the active company: Missing Documents Expiring Documents Unacknowledged Policies Overdue Checklists Overdue Training Expiring Training Each card shows a count and a colour-coded severity (OK, warning, or action needed). Click Refresh at any time to reload the counts from local data. Launching the web app from the desktop Click Manage HR in Web App. A confirmation dialog titled Sync & Open HR Module will appear, explaining that your local desktop data will be uploaded to the web app before the browser opens. Click Yes to continue. If you have not previously authenticated, a login wizard opens. Enter your Lightning Payroll web app email and password. This is the same login used at the website - it is not the same as your application password unless you have set them to be identical. If two-factor authentication is enabled on your account, enter the six-digit code when prompted. A progress dialog shows Syncing data to web app&hellip; while your local database is packaged and uploaded. When the upload completes, the HR Suite opens automatically in your default browser. If the sync fails, a warning shows the error and provides a direct URL (app.lightningpayroll.com.au/admin/hr) you can open manually to access HR Suite without re-syncing. What &ldquo;syncing local data&rdquo; means The sync packages your current desktop database (employees, pay history, company settings) and uploads it to the web app so that HR Suite has up-to-date records to work with. Your desktop data replaces the web app copy for that company. This is a one-way push - nothing is downloaded back to the desktop at this point. Run it whenever you have made payroll changes in the desktop app that HR Suite needs to reflect. HR Suite add-on not active If the HR Suite add-on is not included in your subscription, the panel shows an upgrade prompt instead of the compliance cards. Click Explore the interactive HR+ guide to open a browser walkthrough of HR Suite features, or use the upgrade link shown to add the add-on to your plan. Once inside the web app, see What Is The Recommended First-Week HR Suite Setup Sequence? and UI Reference: How Do I Navigate Every HR Suite Section And Sub-Tab? for next steps.

Question 57

How Do I Upload Employee Documents Correctly The First Time?

Accepted Answer

Use Employee Files as the source of truth for contracts, licences, tickets and right-to-work evidence. Correct setup at upload time is what keeps dashboard status, reminders and requests accurate later. Step 1: Prepare the record in the document list Confirm the employee and document type are correct before upload.Use status/type filters to avoid duplicate uploads.Check whether an existing document can be updated instead of adding a second copy. Step 2: Complete all key upload fields Select the right Document Type so reminders and missing-document checks work.Set expiry dates for licences/certificates to enable expiry tracking.Set visibility: Employer Only for internal records, employee-visible for shared documents.Add clear filenames to improve search and audit reviews. Step 3: Validate the employee-side outcome After upload, check the employee portal view for visibility-sensitive files. If the employee cannot see a document you intended to share, review visibility settings first. Common mistakes to avoid Uploading under the wrong employee.Leaving expiry blank for time-limited evidence.Choosing the wrong visibility and creating unnecessary follow-up.

Question 58

How Do I Follow Up Missing Mandatory Documents?

Accepted Answer

The Missing Documents view turns compliance gaps into an action list. Use it to request exactly what is missing instead of manually checking each employee profile. Recommended workflow Sort by the highest-risk document types first (for example right-to-work or licences).Use Request for each missing item.Set internal follow-up reminders for requests still open after your policy window.Recheck this screen weekly until the row clears. Escalation pattern that works Day 0: send request.Day 3-5: first reminder to employee and manager.Day 7+: escalate based on internal compliance policy. When requests are completed, the row drops out automatically and dashboard counts update without manual list maintenance.

Question 59

How Do I Publish Policies And Track Employee Acknowledgements?

Accepted Answer

Policy management in HR Suite follows a clean lifecycle: draft, publish, and acknowledge. Keeping each stage explicit helps with auditability. Step 1: Maintain policy status from the list Create new content as Draft while wording is still in review.Use category naming consistently so employees can find related policies.Check version numbers and updated dates before publishing changes. Step 2: Finalise and publish the current version Confirm policy scope and expectations are complete.Publish only after internal approval so employees see stable wording.Use reminders for policies that require acknowledgement by a deadline. Step 3: Verify employee acknowledgement progress Employees open the published policy in the portal and acknowledge that version. Unacknowledged policies remain visible in compliance views until completed. If acknowledgement numbers are not moving Check the policy is published (not draft).Confirm employees have HR portal access permissions.Review reminder rule setup for policy acknowledgements.

Question 60

How Do I Build Effective Onboarding And Offboarding Templates?

Accepted Answer

Checklist templates are reusable process blueprints. Invest time here once, then launch consistent onboarding/offboarding checklists for every employee. Step 1: Keep template library clean Separate Onboarding and Offboarding templates clearly.Deactivate old templates instead of deleting historical process definitions.Use descriptive template names aligned with teams or role families. Step 2: Design tasks for real execution Assign ownership per task (admin, manager, employee).Include due timing relative to start/end dates.Link related documents or training items where required.Write task descriptions so completion criteria are unambiguous. Step 3: Launch from template Choose the employee, select the template and set the reference date. This creates a live checklist instance with a complete progress trail.

Question 61

How Do I Manage A Live Checklist To Completion?

Accepted Answer

The Checklist Detail page is your operational board for each active onboarding/offboarding run. Use it to drive status, notes and final sign-off. What to update during execution Move each task through Not Started, In Progress and Completed.Add notes whenever work is blocked or completed with exceptions.Use linked documents/training references to confirm dependencies were met.Review overdue items with responsible role owners each week. Sign-off controls Only sign off after every required task is complete. Sign-off marks the checklist as closed and is what converts progress tracking into a durable compliance outcome. Operational tip If a checklist repeatedly stalls on the same task, update the template task definition so future runs are easier to complete.

Question 62

How Do I Configure Training From Catalogue To Evidence?

Accepted Answer

Training compliance works best when you treat catalogue setup, assignment and records as one pipeline rather than separate tasks. Step 1: Build clean catalogue entries Define training name, category and provider clearly.Set mandatory flag where completion is compulsory.Set default validity period to automate expiry calculations. Catalogue detail is where consistency starts. Poor naming here makes assignment and reporting harder later. Step 2: Assign and monitor due dates Assign by employee and set a realistic due date.Use status to identify active, completed and lapsed assignments.Coordinate with reminder rules for pre-expiry alerts. Step 3: Save completion records Record completion and expiry data as soon as evidence is received to keep dashboard alerts accurate. Step 4: Collect employee evidence Employees can upload evidence from the portal, reducing manual back-and-forth with HR administrators.

Question 63

How Do I Configure And Process Reimbursement Claims?

Accepted Answer

The reimbursement flow is category setup first, then claim entry, review and payment outcome. Clear category structure is what keeps approvals and reporting clean. Step 1: Define categories used by employees Create categories that match your internal expense policy.Retire or deactivate outdated categories to prevent misuse.Use clear descriptions so employees choose correctly. Step 2: Enter claims with complete detail Capture amount, date, category and business purpose.Attach receipts where required by policy.Select the correct payment method for payroll or separate payment. Step 3: Review claim pipeline Use the claims list to monitor pending and approved items so reimbursements do not sit unresolved. Step 4: Final review and decision Open each claim, validate evidence, add review notes and approve/reject. This produces a clear audit trail for reimbursement decisions.

Question 64

How Do Reminder Rules And Audit Log Work Together?

Accepted Answer

Reminder rules drive proactive follow-up. The audit log provides proof of what changed, when, and by whom. You need both for reliable HR compliance operations. Step 1: Configure reminder coverage Create rules for missing documents, document expiry, policy acknowledgement, checklist overdue and training expiry.Set lead time based on risk (for example 30 days before expiry).Choose recipient mix: admin only, employee only, or both. Step 2: Tune cadence and ownership Use repeat intervals for high-risk items and keep owner responsibility clear so alerts result in action. Step 3: Validate with audit history Confirm key actions (publish, acknowledge, upload, approve) are recorded.Use audit entries during internal reviews and incident follow-up.Cross-check reminders fired before classifying an item as non-compliant.

How Do I Start a Free Trial of HR Suite or Accounting Integration?

Answer

In the desktop app

In the online app

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