How to upgrade a client to Wagepoint 2.0

Devon from Wagepoint
Devon from Wagepoint
  • Updated

This guide walks you through how to upgrade a client account to 2.0.

Before you start

Before you can upgrade a client to 2.0, you'll need to set up a 2.0 partner account and confirm that the client is eligible. If you haven't yet, we highly recommend familiarizing yourself with the Partner Roadmap to Upgrade Success.

1. Connect or upgrade your partner 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. You’ll only have to complete this process once.

How you upgrade your account will depend on this one question:
Do you currently have a Wagepoint 2.0 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. That's the next step!

2. Confirm that the client account is eligible to upgrade

Once you have upgraded your partner account or connected your partner account, you will see a new view in your 1.0 Client directory. In the Client table, you'll find an Upgrade status column that shows the eligibility or status for each of your clients.

Another easy way to tell is if you can see the ‘Upgrade’ tab when you’re logged into the client’s account, you're good to go. We’ll only show this tab if the upgrade is possible.

 

Upgrade a client to Wagepoint 2.0


1. Decide when you’ll complete the upgrade

While you can start getting your client's 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 and make the move.

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. Navigate to the client's Upgrade tab

When it's time to upgrade your eligible client, log into your 1.0 partner account, and navigate to your Client directory. Locate the relevant client in the list, and click Upgrade. This will take you directly to the Upgrade tab in the client's account.

3. 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.

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You'll find the client's personalized checklist in your 1.0 account under the Upgrade tab. Depending on the account's set up and payroll status, you may have no items, any mix of items, or all of the items on the checklist. Complete the relevant steps to get the account ready to upgrade.

  • Administrators must have an email and enabled status to be moved over to your 2.0 account. You must enter an administrator's email as their username in order for them to be moved over. This email will be their username when they log into Wagepoint 2.0.
    The existing report administrators will be moved over as Reports administrators in 2.0. The rest of your administrators will be added as Payroll administrators in your 2.0 account. 
  • An account owner is in charge of the entire account's operation. If there is no email assigned to the administrator on your account, you will be prompted to select the administrator's name and provide an email. If the relevant individual does have an email, you can select yourself or assign the role to an administrator in your company. If this individual is also the authorized signing officer for the company, you can indicate that there as well using the checkbox. 
    Note: The drop-down will only list administrators with enabled access.
  • The authorized signatory (also known as the authorized signing officer) is the person who can do banking and sign the company's cheques. There may or may not be an authorized signatory assigned in the company's 1.0 account, but this is required in 2.0. Similar to assigning an account owner, you must select an administrator to be the authorized signatory and provide an email address.
  • If there is an unpaid NSF in 1.0, you cannot migrate to 2.0 yet. Please reach out to our friendly Customer Success team at support@wagepoint.com!
  • You may need to approve the payroll or wait for your payroll to finalize and process.
  • You have a payroll in progress. You'll need to finalize and process this payroll before you can upgrade.
  • Please reach out to our friendly Customer Support team at support@wagepoint.com to help you with this.
  • All employees must have a SIN and date of birth. If this item is in the checklist, it means that a SIN or date of birth is missing for at least one employee.

Is there anything else I should do before I upgrade this client?

After you upgrade, you will still have the ability to create ROEs for this company's employees, but the rest of the app will only be available with view-only access. You may want to consider the following:

  • We encourage you to download your 1.0 reports to an external location. You’ll have view-only access to your 1.0 account for at least one year after you upgrade, so you can safely do this before OR after you upgrade.
  • The pay period data required for ROEs will not be carried over in the upgrade. However, you don't need to process ROEs in 1.0 before upgrading to 2.0. If an employee requires an ROE, you can still create ROEs in 1.0 after you upgrade (see below). 

    What happens if an employee requires an ROE before sufficient pay periods have completed in 2.0?

    ROEs require consecutive pay period data to calculate the employee’s total insurable earnings. The number of consecutive pay periods depends on the pay frequency, as stated in Service Canada's ROE guidelines. The pay period data required for ROEs will not be carried over in the upgrade.

    After about 13 months (depending on your pay group frequencies) of using 2.0, you won't need the historical pay period data from 1.0 to create ROEs in 2.0 anymore.

    If an employee requires an ROE before the number of consecutive pay periods has passed in 2.0, you have two options:
    1. Create an ROE in 1.0 and a second ROE in 2.0
      Create and submit an ROE in 1.0 for the portion of the pay period data that was completed before you upgraded. Then, create and submit a second ROE in 2.0 for the potion of the pay period data that was completed after you upgraded.
    2. Manually enter the missing pay period data into 2.0, then create and submit your ROE in 2.0
      If you opt not to process ROEs for the payrolls you’ve run in 1.0, you will need to manually edit ROEs in the 2.0 application to include any missing pay period information if/when you need them.
  • Once you've upgraded the client's account, you'll need to re-invite any employees and contractors to access their 2.0 employee portals. Don’t worry! Re-inviting is easy and can be done in bulk in just a few clicks. This guide to the Employee portal for employees and contractors can be shared employees, and they will will retain access to their 1.0 portals as well. 

4. Click Upgrade!

The actual data migration takes less than 10 minutes. When the process is complete, the system will automatically send the following emails:

  1. Email: {Client name} has successfully upgraded
    Who will receive this email? Any partner administrators associated with this client.
  2. Email: Create your password!
    Who will receive this email? The Account owner and, if relevant, the Authorized signatory for the client's account.

5. Set up the client's 2.0 account

Once you've received an email letting you know that the client's account has successfully upgraded, there are just a couple steps here to get the account 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.

  • 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.
    • The company's pay groups—the quantity and pay frequency—are what determines the subscription plan.
      • Only 1 monthly pay group? The company will be set up for the Solo plan.
      • More than 1 monthly pay group or one or more pay groups with a different pay frequency? Then the company will 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.

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

You'll be able to run payroll for this company without completing these steps. However, we do strongly recommend that you review and complete any relevant tasks, to ensure that you make the most of 2.0.

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