Partner Roadmap for Upgrade Success

Devon from Wagepoint
Devon from Wagepoint
  • Updated

Just as you would for a road trip, you’d likely use a map or your GPS. So why not have your very own roadmap to guide you on your Wagepoint 2.0 upgrade adventure! The bonus, you’ll never need to refold this map! ;)

Getting Ready for 2.0

You can start working though these preliminary items before the 2.0 upgrade is available to you or your clients.

1. Get familiar with the new platform

You’ve got to know where you are going before plotting your course, of course. Here are a few resources to walk you through the new and enhanced Wagepoint!

Wagepoint 2.0 for Partners (AKA The Partner Dashboard)

Wagepoint 2.0 for your clients
Get yourself familiar with the client side of things. You can also share these resources with your clients.

2. Review the new 2.0 pricing structure + discounts

Back in November 2023, we sent a notice on the changes that were coming to our fee structure. If you haven’t done so already, now is the time to start crunching those numbers for your fees, discounts and even your own rates.

 

 

Preparing for upgrade

We realize that moving clients to a new platform, especially if you are doing it for them, takes time, planning, and some coordination. This section outlines some things you can start thinking about and actioning now for a proactive approach.

Curious about how ROEs will be handled as part of the upgrade? We've got answers here.

1. Decide how you’ll upgrade your clients

We’re putting you in the driver’s seat for this one because you know your clients and your business best. Consider how hands-on you want to be when your clients are upgrading. And that of course will come down to you/your firm’s available time and resources. Your clients’ accounts can be upgraded in one of two ways:

Upgrading Clients 600Wx350H.png

  1. You/your firm upgrades clients one-by-one on their behalf (Partner-led)
  2. Your clients upgrade themselves (This is the client-led option or what we call “self-upgrade”)

Want to see a demo of a client upgrade? We’ve got you covered here!

2. Help prepare your clients for the upgrade

Whether your clients are doing the self-upgrade or you are doing it for them, you can help support them through this. A few ideas:

  • Communicate your game plan—how your firm will be helping or supporting.
  • Determine which clients are going to need which resources.
  • Realize that some clients doing the “self-upgrade” may need a bit more support from you along the way.

Resources to share:

 

 

Upgrade your partner dashboard to 2.0

1. Upgrade your firm’s account

Once your firm is eligible*, your first step is to upgrade your firm’s account. Your firm’s account in 2.0 acts as the landing pad for all the clients we’ll teleport over to 2.0. Without your account, there’s no place for clients to land.

Note: Only the Account owner can upgrade the partner account, but you’ll only have to complete this process once. Any associated client administrator will be able to upgrade individual clients - your Account owner is only needed to upgrade your firm's account.

* Your firm will become eligible when you have at least one client who is ready to upgrade.

How you upgrade your account will depend on this one question:
Do you currently have a Wagepoint 2.0 partner account?

Once you have set up your partner dashboard in 2.0, you still have complete and total access to your 1.0 account. In fact, you will initiate your client’s upgrade from 1.0. (See below for more details!)


2. Select your self-upgrade clients

If you plan to complete the upgrade on behalf of all your clients, you can skip this step!

From your Dashboard in 1.0, you can see the list of your clients that are eligible to upgrade. Once eligible, you can hand the upgrade process over to your clients by selecting Self-upgrade next to their name. This gives your client access to upgrade. If needed, you can still jump in to help.

  • Client-led upgrade: you’ll need to select Self-upgrade in your 1.0 partner dashboard. Once self-upgrade is selected, there’s no turning back. Your client will get access to the Upgrade tab so that they can complete the checklist and upgrade their account to 2.0. If needed, you can still jump in to help them out.

 

 

Upgrade the client account to 2.0

The tasks in this section must be completed for each client’s account, whether you or your client is taking the lead. Use this list to guide you through the workflow. If you're ready for all the details, check out this article about how to upgrade a client to Wagepoint 2.0.

Psst! Click here to watch an account upgrade in real time.

1. Decide when you’ll complete the upgrade for this account

While you can start getting an account ready as soon as they are eligible to upgrade, you’ll need to put some thought into the best time to click the Upgrade button.

You’ll want to find a time that accounts for these two factors:

  • You can only upgrade in between payroll runs
    The best time to upgrade is shortly after all your payrolls are finalized. You’ll want to make sure you leave about 10 minutes to complete the upgrade and then add in some time to get familiar with the new system before you process your next payroll.
  • You’ll need your client to accept our Terms of Service + e-sign the Pre-authorized debit (PAD) agreement before you can run payroll in 2.0
    Our legal relationship is with your client, so we need the client to consent and agree to our ToS and PAD so that we're all compliant from a legal perspective. We highly recommend you plan ahead and set aside some time to do this together, so that there are no delays in payroll once you’re inside 2.0. Until the steps are completed, you won’t be able to run payroll.

2. Complete the upgrade-ready checklist in the client's account 

Each eligible account will have their own customized upgrade-ready checklist, available on the Upgrade tab in their 1.0 account. No matter which way the client upgrade is completed, if the account is in tip-top data shape, there will be minimal checklist items to complete.

3. Click Upgrade!

The actual data migration takes less than 10 minutes. You and any administrators will receive an email when the process is complete.

4. Set up the 2.0 account

Touchdown in 2.0! A couple steps here and the account will be ready to run payroll! Note that some steps must be completed by the Account owner or Authorized signatory, regardless of whether the upgrade is partner-led or client-led.

Psst! Send this checklist and video guide to your Account owner and/or Authorized signatory so they know exactly what they need to do!

  • Account owner creates password & logs in to 2.0
    • When the upgrade is successful the account owner is sent an email invitation to create their password for 2.0. They will need to: create password and agree to the Terms of Service on the login screen. This process should take about 2 minutes.
  • Authorized signatory e-signs the Pre-authorized debit (PAD) agreement
    • If the authorized signatory is not the account owner, they will also receive an email invitation to set up their password for 2.0. They are required to e-sign the updated PAD agreement. This step takes 2 minutes.
  • Review pay groups & pay group schedules
    • This step can be completed by a partner or any administrator on the account. With the data brought over from 1.0 we’ve added your pay groups. Be sure to check the pay schedules for each upgraded pay group. You can also create a new pay group, if needed.
    • Your pay groups—the quantity and pay frequency—are what determines your subscription plan.
      • Have 1 monthly pay group only? You’ll be set up for the Solo plan.
      • Have more than 1 monthly pay group or one or more pay groups with a different pay frequency? Then you’ll be set up for the Unlimited plan.

Important: Payrolls cannot be run in 2.0 until

  • the Terms of Service is checked by the account owner
  • the PAD is signed by the authorized signatory, and
  • the pay groups are confirmed by either the account owner or a payroll administrator.

5. Add the final touches in 2.0 (best practices!)

Once the Payroll administrators have been invited and logged in, they can put the final touches on the new 2.0 account and set up things like integrations, inviting employees to the Employee portal and setting up holiday pay.

You'll find more details about recommended next steps inside the app or in this article.

 

 

Rinse & repeat for each client account!

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