Welcome to HReasily! This step-by-step guide will help you set up your Hong Kong company, add employees, configure payroll settings, and process your first payroll smoothly. Please follow the steps in sequence for the best onboarding experience.

Step 1: Set Up Company Information

Begin by entering your company’s core details:

1. Navigate to Company Info > Basic Info.

2. Fill in the following:

• Company name

• Trading Name

• Registered address
  
  

3. Upload your company logo by clicking the Camera icon.

Optional: If you pay employees in a different currency, you may configure currency rates. Skip this if not applicable.

Step 2: Configure Company Payroll Settings

1. Next, click on the Payroll Info tab to set up your company’s payroll configuration.

2. Click EDIT under Company Payroll Info.

3. Complete the following:

• Employer File Number

• Authorised Signatory

• Bank Details → Check supported bank GIRO formats

• Corporate MPF Trustees

• MPF Payment Method

• Basic Salary Proration Calculation
• First Payroll Month

⚠️ Important: Ensure your payroll cycle aligns with your actual pay schedule.

4. Click Save to proceed.

Step 3: Add Employees

You can add employees individually or in bulk.

Option A: Add Individually

1. Go to Staff Directory > Add Employee

2. Enter the employee’s details:

• Full Name, Gender, Date of Birth, Email

• ID Type
• HKID / Passport

• Mobile Number (mandatory if email is blank)

• Marital Status

• Address

• Tick Will this employee be drawing salary?

• Access Permissions → Learn more about permission levels here

3. After saving, you'll be directed to the Employee Payroll Info page. Click EDIT and fill in:

• Payment Frequency & Method

• Bank Details

• MPF Scheme (enable Voluntary MPF if applicable)
• ORSO Contribution Rate

• Class of Employee

• Self Employed Person

• Accommodation Provided?

• Payslip Notification → Learn more
• Employment Status, Salary and Working Schedule

Option B: Add in Bulk

1. Download the Employee Import Template

2. Fill in the required employee data.

3. Go to Staff Directory > Manage Employee > Add Employee

4. Copy and paste the data into the table.

⚠️ Tip: Paste column by column for better accuracy.

5. Click Save.

➡ View full bulk import guide here

⚠️ No seat quota left? This means you’ve hit your employee limit. Learn how to increase seats

Step 4: Set Up and Assign Pay Items

Before processing payroll, make sure your pay items are correctly configured.

If the default pay items don't meet your needs, you can create custom ones.
➡ Guide: How to configure pay items

Once your pay items are ready, assign them to the relevant employees to ensure accurate payroll calculations.
➡ Guide: Bulk assigning pay items

Step 5: Run Your First Payroll

Once setup is complete, you’re ready to process your first payroll.

Tip: If you're migrating from another system, it's best to run a parallel payroll for the first month to ensure all figures match.

1. From the Dashboard, click Run Payroll.

Seeing "Manage Payroll" instead? That means your company payroll info isn’t fully set up. Refer back to Step 2 to complete it.

2. A draft payroll will be generated. Click Manage to review and edit the payroll.

3. Fill in the Payroll Basic Details:

• Payment Date (shown on payslips)

• Notification Date (when payslip emails/SMS will be sent)

• Payslip Notification Message (optional message in email)

4. Review the payroll table. You may:

• Edit pay item amounts

• Click Reload Table if you’ve made changes to employee or payroll info

• Right-click a pay item > Add Comment to include remarks

• Click View Payslip to preview an employee’s payslip

• Export your payroll data in .xlsx format for easy review or sharing
  

5. Once confirmed, click Submit for Approval or Approve Payroll.

Congratulations! You’ve successfully processed your first payroll.

Step 6: Review Reports & Submit Statutory Contributions

Once payroll is approved, go to Manage Company > Payroll to access:

• Payroll History

• GIRO File

• MPF File

Troubleshooting Tips

• Employee not showing in payroll?
  → Check join date and ensure salary is enabled. View guide here

• GIRO file error?
  → Confirm bank details and file format.

• Unpaid leave not deducted?
  → Make sure the relevant settings outlined in this guide are set up correctly.