Understanding Your Lano Payroll Provider Account

Payroll Provider Accounts let you and your team manage every step of payroll, from onboarding through cycle processing and approval, in a single interface.

Key benefits:

• No external exchange of data

• Centralized employee and salary data across your entities

• Real-time notifications at each cycle stage

• Seamless handoff between your team and Lano reviewers

After logging in, the Dashboard displays three key areas:

Employee Cards (current status across all entities):

• Active Staff: number of employees currently active.

• Joiners: employees in onboarding status.

• Leavers: employees in offboarding status.

My Tasks: actionable items per cycle, including:

• Downloading reports.

• Uploading files.

• Resolving issues.

Entities List: shows the client’s connected legal entities.

Payroll cycles are organized into Active and Completed tabs for easier navigation. Each cycle displays:

• Period

• Type

• Client entity

• Status

• Cut-off date

• Net pay date

For each cycle, you can download either a draft report or a complete cycle report by using the ellipsis menu at the end of the row and selecting the desired option. Click any row to view detailed cycle information and manage payroll actions. To dive deeper into how payroll cycles work, including reviewing details, approvals, and best practices for managing them, see our Processing payroll with Lano article.

The Onboarding menu item provides an overview of all employees who are currently going through the payroll onboarding process. The page displays a table that allows payroll providers to quickly track the progress of each employee and review the data submitted by the client.

Users can filter the list by Client or by Employee Status to easily narrow down the view and focus on a specific group of employees. Filters can be combined to provide an even more precise selection.

The table includes the following information:

• First & Last Name – the employee’s full name.

• Employee ID – a unique identifier of the employee.

• Status – the current stage of the onboarding process.

• Client – the business entity the employee belongs to.

• Start Date – the employee’s payroll start date.

Status Breakdown

1. Draft – the client has created the employee record but has not yet provided all mandatory information.

2. Under review – all required data has been provided and submitted for review by the payroll provider.

3. To resolve issue – inconsistencies or missing information were identified; the client has been notified to correct the data.

4. Onboarded – the employee’s data has been successfully verified and the onboarding process is complete.

Exporting Onboarding Data

The page also includes an Export data action, allowing payroll providers to download onboarding details for further processing.

The export contains:

• A file with the employee’s personal and onboarding details.

• A folder containing all attached onboarding documents.

You can export data for a single employee directly from the main button, or export multiple employees at once using the checkboxes in the table. When one or more employees are selected, an Export selected data button appears at the top of the table, enabling bulk export.

Use the Files menu to share client files that are not directly related to payroll.

To upload a file:

1. Navigate to the Files menu.

2. Click Upload & Share.

   

3. Drag and drop or select the required file.

   

4. Choose a file category:

   • Client entity

   • Compliance & legal

   • Onboarding

   • Payroll

   • Team members

5. Select the related client. If the client is not yet onboarded, or the file relates to a prospect, select Prospect at the bottom of the list.

6. (Optional) Add a comment to provide context about the file.

7. Click Upload & Share.

Once uploaded, the file appears in the list.

You can:

• Click a row to view details

• Use the Download button

• Search by file name or filter by client entity or category to quickly find files

The Clients section provides an overview of all business entities managed under your payroll provider account. It serves as the central place to access client-specific details and manage payroll settings efficiently. The Clients list displays each entity along with key details:

• Entity Name – The registered name of the client’s business.

• Type – Indicates whether the entity is a payroll client or another type of managed entity.

• Active Employees – Number of currently active employees.

• Joiners / Leavers – The number of employees who have recently joined or left the entity.

From the list, you can:

• Click on a client row to navigate to the Client Details page.

• Use the View Active Cycle button to quickly access the client’s current payroll cycle.

The Client Details page provides comprehensive information about a selected entity. It includes the following sections:

• Summary – Displays upcoming cut-off and pay dates, along with an overview of active employees.

• Entity Information – Shows general details such as the entity’s name, address, and contact information.

• Payroll Settings – Contains the configuration of payroll parameters like net pay and cut-off dates.

• Billing Details – Lists billing and invoicing information for the entity.

To modify payroll settings, click Edit within the Payroll Settings section.

You can update:

• Net Pay date settings

• Cut-off date settings

Once changes are saved, they will take effect starting from the next payroll cycle.

Note: The Payroll Cycle Type can only be updated by the Lano team.

When you add a new team member:

1. In Settings, open the Users tab and click Invite user.

   

2. Enter the user’s name and email address, then click Invite user to send the invitation.

   

3. The new user receives an invitation link to register their account.

4. Upon registration, they set their password and complete onboarding.

For each new client you will be asked to set up Urgent Changes Notifications.

The setup flow includes:

1. Set up notifications screen lists events to receive instant email alerts for:

   • Payroll data approved

   • New employee added

   • Upcoming offboarding reported

   • Sick leave reported

2. You select the desired notifications and clicks Save & Finish.

3. A confirmation screen appears, stating “Notifications have been set up.”