Bank details

If your venue pays tips with a bank file, Tip Sheet needs a bank account for everyone it pays. If anyone who is owed money has no bank details, Tip Sheet won't produce the bank file at all, for the venue or for a pay run, until everyone owed money has details.

Bank details belong to the person, not the venue. Someone who works at two of your venues has one set of details, and changing them at one venue changes them at both.

What the Banking column means

Status	What it means	Set by
Missing	No details, or only some of them.	Nobody yet
Imported	Copied from your timesheet system. Point at the status to see which system, and when.	Tip Sheet
On File	Typed in by someone at your venue.	A manager
Verified	Confirmed by the staff member themselves, through the bank details invitation.	The staff member

Verified is the strongest: only the staff member can set it, and it means they've checked the account themselves.

There is also Onboarding in the banking filter. It isn't a status. It finds the people who have been sent the invitation and haven't answered yet. On the list they have a small envelope beside their status, and on their profile they show Onboarding in progress. Point at either to see when the invitation runs out.

On someone's profile, the Bank details card has a button showing the status. Choose it to open the actions for this person.

While an invitation is out, Activate Onboarding becomes Cancel Onboarding.

Three ways to get them

From your timesheet system

If your timesheet system holds bank details, Tip Sheet copies them when a person first arrives, and checks for changes about once a week. The systems that can do this are Deputy, Tanda, Humanforce, Employment Hero, Roubler, Zambion and FoundU.

The weekly check only fills in or refreshes people whose status is Missing or Imported. It never overwrites details that someone typed in or that the staff member confirmed.

Import them again

Import Banking Info fetches a person's details from your timesheet system straight away. It's in the row menu, on the profile's banking button, and under Bulk Actions → Banking for several people. Tip Sheet asks you to confirm, and says if their current details will be replaced: choose Import. When it finishes, Tip Sheet tells you who was imported and who couldn't be.

Importing can overwrite confirmed details

Unlike the weekly check, Import Banking Info can replace details that are On File or Verified with whatever your timesheet system holds. Use it when you know the timesheet system is right. If a staff member has confirmed their details, leave them alone.

At a venue with no timesheet system, there's nothing to import from, and the option will fail.

Ask the staff member

The most reliable way: Tip Sheet emails the person a link, and they check or enter the details themselves.

1. Make sure they have an Email address and a Phone number with a mobile in it. Both are needed, and a red ! beside their name on the staff list means one is missing.
2. On their profile, choose the banking button and then Activate Onboarding. For several people at once, tick them and use Bulk Actions → Banking → Activate Onboarding.
3. Tip Sheet asks Activate onboarding?. Choose Send email, or Send to N people when you ticked several.

They get an email headed You are invited to update your bank details, from your business, with a button that opens a page to check them.

• The link works once, for 7 days.
• Sending it again replaces the old link and starts another 7 days.
• Cancel Onboarding switches the link off. Tip Sheet asks first: Cancel onboarding does it, Keep onboarding leaves the link working.
• If a manager edits the person's bank details while the invitation is out, the link stops working.

If you send to several people and any of them is missing an email or mobile number, Tip Sheet lists them and sends to nobody. Fix or untick those people and send again.

What the staff member sees

The link opens a page made for a phone. It leads with your business's logo and name, and Check the bank account your tips are paid into. It shows the account name, with the BSB and most of the account number hidden, and two choices:

• Update details. Tip Sheet texts a 6-digit code to their mobile. They type it in and choose Verify, and the account appears in full, ready to change: Account name, BSB and Account number, then Save. They have 15 minutes after the code to save. If the text doesn't arrive, Resend code sends another, up to five in an hour.
• No change required. Only offered when the details are complete. They confirm the account is still theirs (Keep them), with no code.

Either way, their status becomes Verified, and the page says so: Saved. Your tips will be paid into this account., or Thanks for confirming. Your response has been recorded. After a change, they also get an email confirming it.

If the link has expired, been used or been cancelled, the page says We can't open this link and asks them to contact their venue manager. Send them a new one.

Enter them yourself

On the person's profile, choose Edit details and fill in Account name, BSB and Account number on the Bank details card, then Save changes.

• Fill in all three or none. Tip Sheet won't save only some of them.
• The BSB is 6 digits. The account number is 6 to 10 digits.
• Keep the account name to 26 characters. That's what fits in the bank file.
• New Zealand venues have no BSB field.

This replaces their details everywhere

Saving bank details here replaces them for every venue the person works at. It sets the status to On File, even if the staff member had verified their own details, and it cancels any invitation they haven't answered. Tip Sheet warns you first, under Change bank details. Double-check the numbers: a wrong digit sends their tips to someone else's account.

Who can see and change bank details

These are separate permissions in each person's role:

Permission	Lets them
Can see staff bank details	See the numbers, and use Export Excel (+ Bank Details).
Can edit staff bank details	Type in or change the details.
Can manage onboarding	Send and cancel invitations, and import from the timesheet system. Without it, the status on the profile is a plain label with no menu.

See What each permission controls.