Team Members

The Team Members page is your central hub for managing your workforce. View all members, check their roles, invite new people, and manage access permissions.

Overview cards

At the top of the page, summary cards show your team composition:

Admins

• Count: Members with full administrative access
• Permissions: Can manage all team features, invite members, configure settings
• Typical users: Business owners, managers

Advisors

• Count: Members with view access and limited management
• Permissions: Can view payroll data, team information, some configuration
• Typical users: Accountants, bookkeepers, consultants

Team Members

• Count: Regular staff members
• Permissions: Can view own timesheets, leave, payslips; limited visibility
• Typical users: Employees, contractors

Team list

The main list shows all team members with their details:

Member cards

Each card displays:

• Name: Full name of the team member
• Email: Associated email address
• Role: Admin, Advisor, or Team Member
• Join Date: When they were added to the system
• Status: Active or pending invitation

Filtering

Filter the team list by:

• All Roles: Show everyone
• Admins: Only administrators
• Advisors: Only advisors
• Team Members: Only regular members

Search

Find team members quickly:

• Search by name
• Search by email address
• Partial matches supported

Inviting team members

Invite Member button

Click Invite Member to add someone new:

1. Enter email: The person’s email address
2. Select role: Choose appropriate access level
3. Send invitation: They’ll receive an email with setup link

Role selection

Choose the right role for each person:

Invitation process

1. Click Invite Member
2. Enter email address
3. Select role from dropdown
4. Click Send Invitation
5. The person appears in your Team list as Invitation Pending
6. Person receives email with link
7. They click the link, set a password, and set up MFA — they are not asked to confirm their email a second time, because the invitation itself is proof of ownership
8. On first sign-in they land straight inside your business and you’ll see them appear as an active member

For billable Team Members, billing starts when you send the invite. You do not need to wait for the person to accept before setting them up.

Managing invitations

• Pending invitations show in list
• You can open a pending invitee and start payroll setup before they accept
• Can resend if email lost
• Can cancel if no longer needed

If you cancel a pending Team Member invitation, the billable seat is released.

Managing existing members

View member details

Click any team member to see:

• Full profile information
• Role and permissions
• Join date
• Recent activity
• Payroll details for people on payroll, including AU Pay & Tax fields
• Leave balances and opening/migration balances where applicable

Payroll detail areas

When a person is on payroll, the Team Member detail view can also include payroll-specific areas such as:

• Employment Details — employment type, pay basis, and the employee’s standard week (see below)
• Pay & Tax — employee payroll, tax, STP, and super-related settings
• Standard Pay — recurring allowances, deductions, salary sacrifice, and additional employer RESC that auto-populate into new pay runs; see Standard Pay
• Opening balances — migration year-to-date values and opening leave hours
• Payslips — employee payslip/history area

These sit alongside the broader Team payroll workflows rather than replacing them.

Setting up payroll before acceptance

You can add an invited Team Member to payroll as soon as the invite has been sent:

1. Go to Team → Team Members
2. Open the pending invitee
3. Go to Pay & Tax
4. Click Add to Payroll
5. Enter employment, pay, bank, tax, super, Standard Pay, and opening leave details as needed

This is useful when you need payroll ready before the employee has created their Rebased login. The payroll record is attached to their account automatically when they accept the invite with the same email address.

An invited person can remain on payroll even if they have not accepted the invite yet. They will not be able to sign in or use employee self-service until they accept.

Standard week (working pattern)

In Employment Details, each employee has a standard week — the hours they’re normally expected to work on each day (for example 7.6h Mon–Fri, 0 on Sat/Sun). This replaces the old single “Hours per Week” field; the seven daily values sum to the weekly total.

The standard week is the single source for:

• Timesheet projection — pre-filling each period’s expected (“assumed”) hours so timesheets are never blank at the deadline (see Timesheets → Smart timesheets)
• Leave-day valuation — working out how many hours a day of leave is worth for this employee

New full-time employees usually need no setup. If no standard week is recorded, Rebased derives Mon–Fri at the business standard daily hours. Set a custom standard week for part-timers or anyone with non-standard days (e.g. a 3-day week, or longer days Mon–Thu with Friday off).

Change roles

Update someone’s access level:

1. Click member to open details
2. Click Change Role
3. Select new role
4. Save changes

Note: Role changes take effect immediately.

Remove members

If someone leaves:

1. Click member to open details
2. Click Remove Member
3. Confirm removal
4. Person loses access immediately

Important: Removing a member does not delete their historical data (timesheets, payroll records remain).

If the person is an employee on payroll, complete the payroll termination flow as well. Removing team access and terminating someone from payroll are related, but they are not the same action.

Transfer business ownership

The business owner cannot be removed by another admin. If the owner needs to leave, transfer ownership first from Settings → Business → Ownership.

Ownership can only be transferred to an active admin or advisor on the same business. The recipient must explicitly accept the transfer before ownership changes. For Pro self-billed businesses, the recipient may also need to set up their own billing method before the transfer completes.

See Transfer business ownership for the full owner and recipient flow.

Reset a team member’s MFA

If a team member has lost their authenticator app and all their recovery codes, an owner or admin of the business can reset their MFA for them so they can enrol a new authenticator on next sign-in.

1. Open the team member’s detail page from Settings → Team.
2. Click Reset MFA and confirm.
3. The member’s authenticator app and any unused recovery codes are deleted immediately. Their password is not changed.
4. The next time they sign in, Rebased takes them to the account security setup screen to enrol a fresh security method.

Guardrails:

• You cannot reset your own MFA from this button — if you have lost your own device, use the 24-hour self-service flow (see Password & MFA).
• You cannot reset the business owner’s MFA. The owner must use the self-service flow.
• The member’s historical data, role, permissions, and payroll records are all unchanged.

Role permissions

Admin permissions

Admins can:

• Invite and manage team members
• Process payroll
• Configure all team settings
• View all timesheets and leave
• Access STP reporting
• Manage superannuation
• Delete pay runs (if needed)

Advisor permissions

Advisors can:

• View payroll data and pay runs
• View team member information
• Access reports
• Configure some settings
• Cannot invite/remove members
• Cannot process payroll (view only)

Team Member permissions

Team Members can:

• View own timesheets
• Submit and view own leave
• View own payslips
• Update personal profile
• Cannot view other members’ data
• Cannot access payroll settings

Module permissions

In addition to roles, team members can be granted access to specific modules. Module permissions are toggled on or off per member by an admin.

Standard modules include Quotes, Invoices, Bills & Purchases, Bank, Reports, Jobs, Inventory, Payroll, and Settings.

Firm Access

If the business is linked to a Rebased Firm as the firm’s own business, team members can also be granted Firm Access. This is a module permission (labelled Firm in the permissions panel) that lets the team member see the Rebased Firm dashboard and work across client businesses they’re assigned to.

Firm Access only applies to the firm-linked business. Granting it on a regular client business has no effect. See Firm Team for details.

AU-specific considerations

STP and payroll access

Only certain roles can:

• Submit STP reports (typically Admin)
• Create and process pay runs
• Configure superannuation settings

AU payroll admin screens may also expose employee fields such as income type, residency, study/training loan settings, WHM/FEI country, and other STP-relevant details.

Ensure appropriate people have payroll permissions.

Changing STP income type

If an employee’s STP income type changes before their first lodged pay run, update it in Pay & Tax.

If a Working Holiday Maker (WHM) later becomes a Salary and Wages (SAW) employee after lodged payroll history exists, use the Transition to SAW action shown on the employee profile. Rebased keeps the historical WHM reporting stream and creates a new STP payroll identity for future SAW pays.

Super fund verification (MVR)

Each team member with an APRA super fund shows a verification badge beside the fund picker on Pay & Tax → Superannuation. The badge is one of:

• Verified (mint) — the fund confirmed membership
• Pending — request sent, waiting for the fund
• Sent — awaiting fund — no response after 7 days (normal during the transition window — see Verifying employee fund membership (MVR))
• Action needed — the fund returned a corrected member number; use Accept correction or Resubmit instead
• Failed — fix the underlying data and use Retry
• Unverified — required fields (name, DOB, sex, address) are missing
• SMSF — verification not applicable

Verification status is informational only and never blocks payroll. See the full guide at Verifying employee fund membership (MVR).

Tax File Number (TFN) — required before approval

Every Australian payee needs either a TFN value or a TFN exemption recorded in Pay & Tax before a pay run that includes them can be approved. This is an ATO (Single Touch Payroll) requirement, not just a Rebased rule.

What values are accepted in the TFN field

Rebased validates the TFN format using the ATO’s checksum algorithm and will reject an invalid 9-digit number. The two placeholders above are always accepted.

The 28-day rule

When a new employee tells you they’ve applied for a TFN:

1. Enter 111 111 111 in the TFN field on day one. Normal tax rates apply during the 28-day grace period.
2. If their real TFN arrives within 28 days, replace 111 111 111 with the real number.
3. If 28 days pass with no TFN supplied, change the value to 000 000 000. From the next pay run, PAYG is withheld at 47%.

Rebased does not automatically flip 111 111 111 to 000 000 000 after 28 days — the calendar is the employer’s responsibility.

TFN exemptions (no TFN required)

If the employee qualifies, record a TFN exemption in Pay & Tax instead of a TFN. Valid exemption reasons:

• Pension — recipient of a social security or service pension
• Under 18 — minor earning below the tax-free threshold
• Payee declaration — no TFN required in specific ATO-recognised cases

Claiming an exemption satisfies the “TFN or exemption” requirement on its own — you do not also need to enter a placeholder TFN.

What happens if you leave both TFN and exemption blank

Pay run approval is blocked. You’ll see an error like:

TFN or exemption is required. Enter the employee’s TFN, or an ATO placeholder (111 111 111 = applied for TFN, 000 000 000 = no TFN supplied), or record an exemption (pension / under 18 / payee declaration).

This is deliberate. Without a TFN or exemption, Rebased cannot choose between normal withholding and the 47% no-TFN rule, and the Single Touch Payroll submission would be rejected by the ATO on lodgement.

STP submission

On Pay & Lodge, the STP readiness check also enforces the same rule. Any employee in the pay run without a TFN value (real or placeholder) and without an exemption will block lodgement until fixed.

Privacy requirements

• Team Members can only see their own data
• Advisors may see sensitive payroll information
• Consider who needs access to what

Compliance

• Maintain accurate team records
• Document who has access to payroll
• Regular review of permissions

Best practices

Role assignment

• Start restrictive, expand access as needed
• Regularly review who has admin access
• Use Advisor role for external consultants
• Match roles to job responsibilities

Security

• Remove access immediately when someone leaves
• Use strong passwords
• Ensure every user has a strong sign-in method enabled (mandatory in Rebased; each person manages passkeys and authenticator apps from Personal profile → Security)
• Don’t share login credentials

Team growth

• Invite new hires before start date
• Set correct role from beginning
• Provide onboarding documentation
• Confirm they can access everything needed

Common workflows

Adding a new employee

1. Go to Team → Team Members
2. Click Invite Member
3. Enter their email
4. Select “Team Member” role
5. Send invitation
6. Open the pending invitee and add them to payroll if payroll setup needs to start immediately
7. Employee receives email and creates their account when ready
8. Once they accept, they can access timesheets, leave, payslips, and other employee self-service features

Adding an accountant

1. Go to Team → Team Members
2. Click Invite Member
3. Enter accountant’s email
4. Select “Advisor” role
5. Send invitation
6. They can view payroll data for reporting

Changing someone’s role

1. Team Members page
2. Click the person
3. Select Change Role
4. Choose new role (e.g., Team Member → Admin)
5. Save
6. Access updated immediately

Terminating an employee

When someone leaves your business, use the Terminate Employee flow to properly offboard them from payroll. Payroll termination and business access removal are separate actions.

1. Go to Team → Team Members
2. Click the employee to open their profile
3. Scroll to the bottom and click Terminate Employee
4. Enter the Last Working Day — their final day of employment
5. Review the Outstanding Leave Balances — Annual Leave and eligible Long Service Leave may need to be paid out
6. Click Create Final Pay Run, then confirm
7. Rebased creates a one-employee unscheduled draft pay run and opens the employee’s pay item editor

While the final-pay run is still draft, Rebased stores the termination intent and the employee remains active for payroll. When the final-pay run is approved:

• The employee is removed from future pay runs
• Historical pay data and payslips are preserved
• Future leave requests are automatically cancelled
• STP cessation and final-pay details are recorded
• Business access is unchanged — the employee can still log in. When you’re ready to revoke their login and free up the billable seat, click Remove from Business on their profile.

Important: Creating the final-pay run does not deactivate the employee. The payroll termination is applied only when that final-pay run is approved.

Adding leave payout to final pay

When you open the pay item editor for an employee’s final pay:

1. The pay item shows a Final Pay badge
2. Ensure Final pay for this employee is ticked
3. Enter cessation date and cessation reason if they are not already populated
4. Use Final Pay / Termination Payments to review unused leave, lump sums, ETP amounts, and other final adjustments
5. Save the pay item and approve the pay run when ready

Normal unused leave payouts are reported as Paid Leave Type U in STP and are excluded from Super Guarantee / OTE. Redundancy, invalidity, or early-retirement unused leave should be entered as Lump Sum R instead.

Use lump-sum rows for Lump Sum R, T, and D termination amounts. Use ETP rows for Employment Termination Payments such as eligible redundancy ETPs or golden handshakes. ETP taxable and tax-free amounts add to payable earnings, ETP PAYGW adds to withholding, and the net ETP amount is included in the wage payment while remaining excluded from Super Guarantee / OTE.

The ETP payment date usually matches the pay run pay date. Change it only if the ETP was actually paid on a different date.

Troubleshooting

Invitation not received

• Check spam/junk folder
• Verify email address correct
• Resend invitation
• Try different email if needed

Can’t change role

• Must be Admin to change roles
• Cannot change your own role (need another Admin)
• Check if role change would lock you out

Member can’t access features

• Verify their role has those permissions
• Check if feature is enabled in Settings
• Confirm they’re logged into correct account
• Clear browser cache and retry

Duplicate members

• Check if same person invited twice
• Remove duplicate entry
• Keep the active invitation

Related pages

• Payroll — Process pay runs
• Timesheets — Track hours
• Leave — Manage time off
• Settings — Configure team preferences
• Password & MFA — Password reset, passkeys, authenticator apps, and reset paths
• Firm Team — Managing firm team access for advisory practices