Toku: Onboard Contributors as a Client Admin in Toku

Onboarding a new employee or contractor through Toku is simple. Once you've shared the basics, like your new hire's details and start date, we'll take it from there, guiding them through everything they need to complete. Most onboardings wrap up in just a few steps, and our team is here to support you (and your employee) every step of the way.

Best Practice: Onboard at least 2 weeks before the start date

To set your new contributor up for success, we ask that you initiate onboarding at least two weeks before their expected start date. This gives everyone enough time to complete all the necessary steps, including:

Registering in the contributor's country of employment
Completing required tax forms
Enrolling in benefits
Signing their employment contract Some countries also have compliance requirements that mean we legally need this information in advance - so the earlier, the better!

What happens if onboarding isn't completed in time?

If a contributor doesn't provide the required information before their start date, their start date may be delayed. To help keep things on track, we automatically send contributors email reminders to complete their onboarding and sign any outstanding documentation. You can also monitor progress and send reminders directly from the Onboarding Tracker in your Toku account.

Onboarding Instructions:

Login to https://app.toku.com
Go to all “People”
Select “People Directory”
Select on the “Add Worker” button to trigger the onboarding flow
At the top left, select Option 1 to onboard a ‘Single Worker’ or Option 2 “Bulk Upload” to import more than a single contributor at once.

Required Fields for Bulk Upload

First Name
Last Name
Email (must be in valid email format)
Country of Residence (must match our list of supported countries)
Job Title
Job Description
Expected Start Date (format: YYYY-MM-DD)
Employment Type (must be one of: EOR, PEO, Payroll, or Contractor)
Annual Salary Amount (required for non-contractors; contractors can use Hourly Rate instead)
Salary Currency (e.g. USD, GBP, CAD, INR, etc.)
Equity Grant (must be Yes or No)
Token Grant (must be Yes or No) Optional Fields:
Middle Name
Department
Contract End Date (format: YYYY-MM-DD)
Hourly Rate (only for Contractors if Annual Salary Amount is not provided)
Sign-on Bonus Amount (must be a valid number)
Sign-on Bonus Currency (required if Bonus Amount is provided)

For ‘Single Worker’ onboardings, select the correct Employment Type - each at different price points:

EOR Employee

EOR Employee: full time employment contract with local WorkCo entity. Follows local labor law and local payroll process. They are employed with Toku, but managed by the customer/client.

$599 per person per month

PEO Employee

PEO Employee: Professional Employer Organization (PEO) under a co-employment model, legally employed by both the PEO and the client company under a co-employment agreement. The PEO employment model is applicable in the US only and requires a specific PEO service agreement.

$89 per person per month

Payroll Employee

Payroll Employee: Toku processes only payroll for contributor. Employment of contributor is with client entity.

Pricing determined per client

Contractor

Contractor: contributor signs a consulting agreement with the WorkCo US entity and operates as an independent contractor, either as individual or via their own entity.

$149 per person per month

Contractor (Client-Managed)

Contractor (Client-Managed): Toku processes contractor payments only, whereby the contractor is under contract with client entity

$19 per person per month

Enter in the details for the individual. You will be prompted to provide the following::

First name
Last name
Country of residence
An email address
Salary amount
Currency
Start Date
End Date (Contractors on fixed term contracts)
Job Description
Job title
Employment type

After selecting “Confirm” on the final page all contributors uploaded will be sent an onboarding form to fill out the remaining required information needed to complete the onboarding process.
You can check the status of your teams onboarding by navigating to the onboarding tab on the left-hand menu. This page will provide you with a status report for each contributor and allow you to send a reminder email if they have not yet submitted the required details.

Fixed-term Contractors

You can notate a fixed-term contractor during onboarding by entering a Contract End Date.

If an End Date is entered during onboarding, you will get a warning 30 days before the End Date in your Toku dashboard alerting you to take action.

You can extend their contract by adjusting the End Date (can be done by clicking on people > then the individual's name > and editing their employment details). Otherwise, you will need to terminate the individual in Toku on or before their termination date. Please always ensure their final invoice is accurate.

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Onboard Contributors as a Client Admin in Toku