| Audience: Payroll Service Provider (PSP) staff who manage business unit integration settings in Global Payroll (GP). |
Overview
When a pay run is finalised in GP, workers with an active Xemplo self-service account can now be automatically notified that their payslip is ready - by email and, for workers using the Xemplo mobile app, by push notification. This removes the need for payroll administrators to manually tell workers when pay has been processed.
As a PSP, you control this behaviour at two levels: the business unit (on/off default) and the individual pay run, at the point of finalisation (opt out for a specific run, e.g. a test or reprocess). The step-by-step finalisation process itself is covered in the companion article, Finalising a Pay Run from the Payrun Dashboard.
Who receives a notification
- Only workers included in the finalised pay run.
- Only workers with an active Xemplo self-service account receive the email. Workers without one are not notified by Xemplo at this stage - they'll need to be told some other way (e.g. directly from KeyPay, where still applicable).
- Push notifications are sent to every worker in the pay run at the notification stage - GP cannot tell in advance who has the Xemplo app installed, so it attempts delivery to all and the notification is simply not received by workers who don't have the app installed or have it disabled.
Turning notifications on or off for a business unit
In the business unit's integration settings, there are two independent preferences:
| Setting | Purpose | Default |
|---|---|---|
| Finalise the external pay run and publish payslips | Controls whether finalising in GP also finalises the pay run in KeyPay and publishes payslips. | Configurable per business unit |
| Send payslip notifications to workers | Controls whether email/push payslip-ready notifications are sent when the pay run is finalised. | Configurable per business unit |
These settings are saved against the business unit's payroll integration configuration and apply to every pay run processed for that business unit, unless overridden for an individual pay run at finalisation time.
Notification content
Neither message can currently be customised per business unit - the wording below is standard.
Hi [First Name],
Your payslip for the pay period [Start Date] – [End Date] is now available in your Xemplo self-service portal.
Log in to view and download your payslip at any time. If you have any questions about your pay, please contact your payroll administrator.
[View my payslip] - links to app.xemplo.com; the worker is authenticated and redirected to their HR site.
Push notification
Tapping the notification deep-links the worker into the Xemplo app and opens the payslip list (they'll be asked to log in first if not already authenticated). For privacy, the notification never shows pay amounts. |
When notifications are actually sent
- Notifications are not sent immediately at the moment of finalisation.
- They are queued and released on the pay date and time for that pay run.
- Email and push notifications go out together, on the same schedule.
This means finalising a pay run early (ahead of pay day) will not notify workers early - the notification still waits for pay day.
Checking whether a notification was sent
Every queued notification is logged for audit and support purposes, including whether it was sent by email, by push, or both. If a worker reports they didn't receive a payslip notification, first confirm:
- The business unit has payslip notifications enabled.
- The "Send payslip notifications to workers" checkbox was ticked when the pay run was finalised.
- The worker has an active Xemplo self-service account (required for email) and, for push, has the Xemplo app installed with notifications enabled.
- The pay date/time for that run has actually passed.
Frequently asked questions
Can I send a test pay run without notifying workers?
Yes. Untick "Send payslip notifications to workers" in the finalisation confirmation modal for that specific run - this doesn't change the business unit default. See Finalising a Pay Run from the Payrun Dashboard for the exact steps.
A worker doesn't have the Xemplo app - will they still get anything?
They'll still receive the email notification (provided they have an active self-service account). Push notifications only reach workers who have the app installed, but GP still attempts to send to everyone in the pay run.
Why does the notification go out on pay day rather than when I finalise the run?
This is by design, so workers aren't told their payslip is ready before their actual pay date, even if the run is finalised in advance.
Does the notification include the payslip itself?
No. Both the email and push notification link the worker to the self-service portal/app to view and download the payslip - the payslip is never attached or shown directly in the notification.
What if payslips haven't been published in KeyPay yet?
Publish payslips in KeyPay before finalising in GP with notifications enabled. See Finalising a Pay Run from the Payrun Dashboard for the reminder built into the finalisation flow.