How to change an employee email address and resend their check stub in FileGuardian for FGX+

Uh-oh…my employee did not receive their check stub.  It looks like their email address in FileGuardian is incorrect.  How do I change their email address and resend their check stub to them?  Follow these steps and the employee will have their pay stub in a matter of minutes.

If your payroll customer has HUB activated, then click here.
If your payroll customer does not have HUB activated, then click here.
If your payroll customer has HUB activated, then follow these steps:

Step 1 – Change an employee’s email address

1.   Go to the FGX-Express area and open the FGX+ Rule for the company

 ChangeEmployeeEmailFGX+HUB - Step1.1

2.   Click on the HUB tab.

 ChangeEmployeeEmailFGX+HUB - Step1.2

3.   Click on the employee’s name.

ChangeEmployeeEmailFGX+HUB - Step1.3

4.   Type in correct email address and click ‘Save Contact Information’

 ChangeEmployeeEmailFGX+HUB - Step1.4

 Step 2: Resend email with check stub to the employee

1.   Go to the My Files area

ChangeEmployeeEmailFGX+HUB - Step2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+HUB - Step2.2

3.   Click on the FGX+ tab

ChangeEmployeeEmailFGX+HUB - Step2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+HUB - Step2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+HUB - Step2.5

6.   A window will open with the email that was sent for that specific check stub date.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

  ChangeEmployeeEmailFGX+HUB - Step2.6

If your payroll customer does not have HUB activated, then follow these steps:

 Step 1 – Change an employee’s email address

1.   Go to the FGX-Express area and open the FGX+ Rule for the company

ChangeEmployeeEmailFGX+andNOHUB - Step 1.1

2.   Click on the Employees tab.

ChangeEmployeeEmailFGX+andNOHUB - Step 1.2

3.   Click on the employee’s name.

ChangeEmployeeEmailFGX+andNOHUB - Step 1.3

4.   Type in correct email address and click ‘Save Contact Information’

ChangeEmployeeEmailFGX+andNOHUB - Step 1.4

Step 2: Resend email with check stub to the employee

1.   Go to the My Files area

ChangeEmployeeEmailFGX+andNOHUB - Step 2.1

2.   Search for the company by name and open it.

ChangeEmployeeEmailFGX+andNOHUB - Step 2.2

3.   Click on the FGX+ tab

 ChangeEmployeeEmailFGX+andNOHUB - Step 2.3

4.   Locate the entry for the check date and click to expand details.

ChangeEmployeeEmailFGX+andNOHUB - Step 2.4

5.   At the bottom of the detail list will be the employees that received stubs in that payroll period.  Click on the employee’s name

ChangeEmployeeEmailFGX+andNOHUB - Step 2.5

6.   A window will open with the email that for that specific check stub delivery.  At the bottom hit the “Resend” button.  The email will be sent to the employee using the updated email address.

 ChangeEmployeeEmailFGX+andNOHUB - Step 2.6

How to suppress pay stub emails and/or delivery for FGX+

There may be situations where a payroll customer needs electronic delivery of pay stubs temporarily disabled for a payroll (e.g. for a bonus run.)  FileGuardian has two options for this: 1) the stubs can still be uploaded but no email sent, or 2) the stubs can be completely ignored and never made available to the employee.
If the payroll customer has HUB activated and…

•   You want the stubs uploaded but no emails sent to all employees, then click here.

•   You want the stubs uploaded but no email sent to a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available to a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available to all employees, then contact Shugo           Support at support@myshugo.com

If the payroll customer does not have HUB, and…

•   You want the stubs uploaded but no emails sent for all employees, then click here.  

•   You want the stubs uploaded but no email sent for a specific employee, then click here.

•   You want the stubs to be completely ignored and never made available for all employees, then click here.

•   You want the stubs to be completely ignored and never made available for a specific employee, then click here.


To upload stubs but not send emails to all employees and the payroll customer has HUB activated follow the steps below:
1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationAllEmployeeHub - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationAllEmployeeHub - Step2

 

3.   Once you are in the FGX+ rule go to the Processing Mode section on the right and click on the word ‘change’

NoNotificationAllEmployeeHub - Step3

 

4.   There will be a box that pops up that states that by switching from Processing Mode to Onboarding Mode when processing report/check stubs email notification will NOT be sent out.  Click on ‘Yes, Change Mode’.

NoNotificationAllEmployeeHub - Step4

5.   Once the change has been made, the FGX+ Rule bar at the top will now be a peach color and will show as **Onboarding**

NoNotificationAllEmployeeHub - Step5

The **Onboarding** mode needs to be set before the payroll is processed and should stay in Onboarding mode until you are certain that this payroll will not be run again.  Once this is changed back to Processing mode, the email notifications will resume.


To upload a stub but not send an email to a specific employee and the payroll customer has HUB activated follow the steps below.
1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationIndivEmplHub - Step1

 

2.   Click on the FGX+ Rule created for that client

NoNotificationIndivEmplHub - Step2

 

3.   Click on the HUB tab

NoNotificationIndivEmplHub - Step3

 

4.   Click on tthe employee that you want to turn off the email notification

NoNotificationIndivEmplHub - Step4

 

5.   Click on Setting/Features

NoNotificationIndivEmplHub - Step5

 

6.   There is a section on the left that says Pay Stub Delivery.  Click on No and then click on Save Delivery Settings

NoNotificationIndivEmplHub - Step6

 


 

To have stubs completely ignored and never made available for all employees and the payroll customer has HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoStubAllEmployeesHUB - Step 1

 

2.   Click on the FGX+ Rule created for that client

 NoStubAllEmployeesHUB - Step 2

3.   Click on the HUB tab

 NoStubAllEmployeesHUB - Step 3

4.   Click on Delivery Options next to Settings.

NoStubAllEmployeesHUB - Step 4

5.   The 1st question under Delivery Options asks what should be delivered to the employees.  Choose the last option, None and then click Save delivery items.

  NoStubAllEmployeesHUB - Step 5

 ***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***

 


To upload pay stubs and not send emails for all employees and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationAllEmployeesNoHub - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationAllEmployeesNoHub - Step2

3.   Once in the FGX+ rule go to the Processing Mode section on the right and click on the word ‘change’

NoNotificationAllEmployeesNoHub - Step3

4.   A box will pop up informing you that by switching from Processing Mode to Onboarding Mode, email notifications will NOT be sent out.  Click on the ‘Yes, Change Mode’ button

NoNotificationAllEmployeesNoHub - Step4

5.   Once the change has been made, the FGX+ Rule bar at the top will now show as **Onboarding**

NoNotificationAllEmployeesNoHub - Step5

 ***The ‘Onboarding’ mode needs to set before the payroll is processed and should stay in Processing mode until you know for certain that this payroll will not be run again because once this is changed back to Processing mode, the email notifications will resume.***


To upload stubs but not send an email for a specific employee and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoNotificationIndivEmployee - Step1

 

2.   Click on the FGX+ Rule for that client

NoNotificationIndivEmployee - Step2

 

3.   Click on the Employees tab

NoNotificationIndivEmployee - Step3

 

4.   Click on  the employee that you want to turn off email notifications for

NoNotificationIndivEmployee - Step4

5.   Once you are in the Employee details page, there is a section to the right in the second blue box that says email notifications are enabled.  Click on ‘Disable email notifications’

NoNotificationIndivEmployee - Step5

 

6.   There will be a pop-up box asking if you want to turn off email notifications.  Click the’ Yes – Disable email notifications’ button

NoNotificationIndivEmployee - Step6

 

7.   The area in the second blue box will now show as ‘Email notifications are disabled’

NoNotificationIndivEmployee - Step7

 


To have stubs completely ignored and never made available for all employees and the payroll customer does not have HUB activated follow the steps below.

1.   Once you log into FileGuardian, click on FGX-Express

NoStubsAllEmpNoHub - Step 1

2.   Click on the FGX+ Rule for that client

 NoStubsAllEmpNoHub - Step 2

3.   Click on the Employees tab

 NoStubsAllEmpNoHub - Step 3

4.   On the right side within the Employees tab next to Delivery Items click on the word change.

 NoStubsAllEmpNoHub - Step 4

5.   A box will pop up asking you which items should be delivered to employees.  Choose None and then click save.

 NoStubsAllEmpNoHub - Step 5

 

6.   Right below Delivery Items it should now say **Disabled**.

NoStubsAllEmpNoHub - Step 6

***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***


To have stubs completely ignored and never made available for a specific employee and the payroll customer does not have HUB activated follow the steps below. 

1.   Once you log into FileGuardian, click on FGX-Express

 NoStubsIndivEmployeeNoHUB - Step 1

2.   Click on the FGX+ Rule for that client

 NoStubsIndivEmployeeNoHUB - Step 2

3.   Click on the Employees tab

NoStubsIndivEmployeeNoHUB - Step 3

 

4.   Click on the employee whom you want to turn off pay stub delivery.

 NoStubsIndivEmployeeNoHUB - Step 4

 

5.   Click on ‘Disable pay stub delivery’ in the first blue box to the right in red letters

NoStubsIndivEmployeeNoHUB - Step 5

 

6.   A box will pop up asking you if you are sure you want to disable the pay stub delivery.  Click on Yes – disable pay stub delivery.

 NoStubsIndivEmployeeNoHUB - Step 6

 

7.   The 1st thing in the blue box will now say ‘Pay stub delivery is inactive.

NoStubsIndivEmployeeNoHUB - Step 7

 ***Be sure not to change this setting back until you are sure that this payroll will not be run again.  If this is changed back and the payroll is rerun for any reason then the pay stub will be delivered as usual.***

 

How to set-up a contact as an employee administrator in FileGuardian (FGX+)?

How do I set-up a client as an employee administrator in FileGuardian to manage their employee list?

If this contact is set up as an employee, then see Section A.
If this contact is set up as a non-employee contact, then see Section B.

 

Section A (Contact is an employee)

  1. Log into File Guardian and go to the FGX-Express area.

CurrentEmployeeStep 1

 

2.   Open the client’s FGX+ Rule

 

3.   Go to the employees tab

CurrentEmployeeStep 3

 

  1. Locate the contact in the employee list and click on their name

CurrentEmployeeStep 4

 

  1. In the detail window that opens, click on the “Promote this employee” option on the right hand side.

CurrentEmployeeStep5

 

6.   A box will open and you will see a question asking if you want to make this individual a check stub administrator.  Chose ‘Yes’ and then click the ‘Promote this employee’.

CurrentEmployeeStep 6

Section B (Contact is a non-employee)

  1. In the FileGuardian website, go to the My Files area

NotEmployeeStep 1

 

2.  Search for and open up the client by name

NotEmployeeStep 2

 

3.  On the right side of the client detail page, click on the Add button and add the new contact

NotEmployeeStep 3

4.    Add the name and contact information for the individual you want to set up as the administrator

NotEmployeeStep 4

 

5.    Once added, click on the FGX –Express area at the top of the page

NotEmployeeStep 5

 

6.    Open the client’s FGX+ Rule

NotEmployeeStep 6

 

7.    Go to the employees tab.  At the bottom right of the page, click the Add button next to the new contact’s name you want to set up as a client administrator.

NotEmployeeStep 7

 

8.    The contact should now be shown as one of the Current Administrators

NotEmployeeStep 8

 

 

 

 

 

 

FGX vs. FGX+? HUH, what’s that little + sign mean?

How could that little + sign have so much significance in the way you automatically delivery reports?
If you’re a PayChoice service bureau, see below!

On January 1, 2012, we released FGX+, enhanced features of FGX for PayChoice service bureaus.  Might sound a bit “corny”, but we we’re on cloud nine when we released these features.  They represented a few months’ worth of design, development, testing, lost weekends, etc…  To be able to listen and learn from client feedback and integrate that into FileGuardian in a few months was a great achievement.

What is FGX+ and why didn’t I hear about it yet?

FGX+ includes a host of new features for PayChoice service bureaus delivery of PDF payroll reports through FileGuardian.  We probably didn’t do a good enough job of publicizing these new features in part because of:

  • Being in the thick of year-end – we didn’t want to disturb anyone.
  • Our inability to adequately publicize new features and functionality now available – email blasts don’t seem to work so we’re investigating other methods to utilize.  It’s something we admit we aren’t good at and we’re working on (if you have ways that have worked for you, please let us know).

So what are the features included in FGX+ and why should you care?

  • Report Groups – selective report delivery.  Prior to report groups, there wasn’t a choice but to send the entire set of reports to your intended recipients.  Report Groups changes that by giving you the ability to selectively choose which reports get sent to which group of recipients.
    • If the owner still wants all the reports, no problem set them up with a report group with all the reports.
    • If the accountant just wants the tax liability and cash analysis, no problem set them up with a report group with just these reports.
    • If the HR manager just wants the employee personnel report, it’s as simple as just selecting that report in a report group.
  • FGX+ Checks – Employee Check Stub Delivery – want to deliver employees their actual check stub on check date in PDF format?  Having issues with employees logging into Online Employer’s enhanced security?  Are the employee check stubs in Employee Self Service sometimes incorrect?With FGX+ Checks you’ll eliminate these issues and be able to deliver the TRUE check stubs to employees on check date. So what are some other features of FGX+ Checks?
    • Employees can access their stubs on their cell phone
    • Stubs delivered are the actual version produced from PayChoice meaning 100% accuracy with point in time data.
    • New revenue opportunity for your bureau.

FAQs

By now, we hope you have a background on FGX+ and why it’s such a huge step forward in report delivery for PayChoice payroll reports.  Below are some additional FAQ’s to reference if you have questions on FGX or FGX+

  1. If I’m setting my client up for PDF payroll reports, which do I use?
    FGX+
  2. Why would I use FGX+ vs. standard FGX for PDF reports?
    FGX+ comes with some new features requested from PayChoice service bureaus which haven’t been available before today (even through PayChoice).  As you’ve seen above in this post, there’s a ton of new features and functionality available for your clients with Report Groups and FGX+ Checks.
  3. Are there costs for some of these new FGX+ features?
    Yes there are some nominal costs for these new FGX+ features though there are revenue opportunities for your firm.  We have some clients that are making a few thousand dollars a month in revenue from their usage of FGX+.  For specific costs for Report Groups and FGX+ Checks, contact us at support@myshugo.com.
  4. Are there training materials available on how to setup a client for FGX+?
    Yes!  To get started check out our video tutorial at http://bit.ly/uCrALQ.  As more material becomes available we’ll post it on our ShugoSecure twitter page (http://twitter.com/ShugoSecure).
  5. Why would I still use FGX then since FGX+ has these advanced features?
    You’ll still use FGX when sending payroll extracts (txt or csv files), quarterly PDFs from third party tax systems (MasterTax, etc…) or any other file you’d like to send automatically through FileGuardian that is NOT a ViewChoice file.
  6. Is there training available for FGX+?
    Absolutely!  Email us at support@myshugo.com with some dates/times that you have available and we’ll be glad to schedule a GoToMeeting training.