Back to: Home
About us
Accountant Edition
CIS Construction Industry Scheme
Expenses
General
How's this free
HR Automation
Integrations
Legal
Onboarding
Org
Pay batches
Payroll
People
Permissions
Reports
Can I show a different portrait photo for each business
Can I use a different email for each of my different businesses
How can I change my theme or background wallpapers
How can I change the interface language
How do I change my wallpaper background
How do I list all changes made by a person
How do I manage who's following me, and how do I ghost people
How do I password protect the PDFs you email me
How do I request a maternity leave
How do I set a person's date of birth
How do I set a person's join date
How do I set a person's name
How do I set managers and supervisors
How do I set my contact details
How do I set my doc signature
How do I set my emergency contact info
How do I set my gender and title
How do I set my IQ score
How do I set my language
How do I set my medical and doctor info
How do I set my personal info and home address
How do I set my typing speed
How do I set the employee ID
How do I switch between light and dark themes
How do I temporarily block one of my people from having access
How do I update my portrait photo
How do I use the 12 month calendar
How do I use the confidential notes
How do things look when someone's got no admin permissions
How do things look when someone's got org admin permissions
How do things look when someone's got payroll admin permissions
I don't have a webcam. How can I upload my portrait
My webcam isn't taking portrait photos, how can I fix it
What's the maximum number of people I can add
Where can I see a list of all the people I've deleted
Why can't I edit other peoples details
Why enter the target working days and hours
Projects
See all the videos
Time and Attendance
Time Off
© 2020–2022 1st Money Platform (HU) Ventures. All rights reserved.
 

Cookies help us run our services and make them more tasty. We've posted the full recipe on our Privacy Notice.

Whoa! Wait a minute ... how do I change my cookie settings?

Click "Got it" if you're OK with cookies...

Got it
 

People

Seeing all user activity1:23
Seeing all user activity
Following & ghosting2:55
Following & ghosting
Setting your PDF doc PIN1:41
Setting your PDF doc PIN
Childbirth & maternity certificate2:00
Childbirth & maternity certificate
Setting date of birth1:32
Setting date of birth
Setting date joined1:57
Setting date joined
Setting a person's name1:26
Setting a person's name
Managers & supervisors4:02
Managers & supervisors
IQ score1:26
IQ score
Setting contact details1:34
Setting contact details
Setting your doc signature1:26
Setting your doc signature
Emergency contact info1:21
Emergency contact info
Setting gender and title1:11
Setting gender and title
Setting the language1:27
Setting the language
Medical & doctor info1:25
Medical & doctor info
Personal info & home address4:14
Personal info & home address
Typing speed2:11
Typing speed
Employee ID1:40
Employee ID
Light and dark themes1:18
Light and dark themes
Temporarily blocking access2:09
Temporarily blocking access
Updating your portrait1:48
Updating your portrait
The 12 month calendar2:55
The 12 month calendar
Confidential notes1:32
Confidential notes
No admin permissions2:43
No admin permissions
Org admin permissions1:47
Org admin permissions
Payroll admin permissions1:48
Payroll admin permissions
26 videos, with playing time of 49 minutes


 

It's not possible to have a different portrait photo in each org.

The following are shared between all your accounts:

  • Portrait photo.
  • Person name.
  • Nickname.
  • Signature image.
  • Interface language.
  • Login password.
  • Home and postal address.
  • Cell phone number.
  • Social contacts.
  • Paid preparer info (for accountants).
  • Bank account info.

By sharing these fields, it's easier to keep all your accounts up to date.

If you don't want to share info between orgs, make another login using a different email.

Updated: Tue, Jul 20, 2021. Keywords: customize, copied. Headings: `What data is shared between my different orgs?`, `If I update my bank info in one org, does it update in others?`
 

Use a different email for each of your orgs if you like.

However, from these different emails, you select just one to be your login email.

To switch your login email:

  1. Switch to the account that isn't your default.
  2. Go to: You > Person
  3. Look for "switch login email" (down the page).

Switching your login email won't affect or change your password.

Updated: Tue, May 18, 2021. Keywords: accounts, unique. Headings: `How do I set my login email?`, `Where do I change my login email to a different one?`
 

There are three main ways to customize the appearance in 1st Money:

  1. Change the theme from light to dark:

    Go to: You > More > Theme > Theme

  2. Change the wallpaper background image:

    Go to: You > More > Theme > Wallpaper

  3. Set your portrait photo:

    Go to: You > Settings > Person sett... > Portrait photo

Updated: Wed, May 12, 2021. Keywords: look, desktop, color. Headings: `How do I use dark theme?`, `Where do I set the theme?`, `Where can I set my wallpaper?`
 

Change your interface language in any one of these three places:

  1. Go to: You > Settings > Preferences > Language

    • Or,
  2. At log in: 1st.money/login

    • Or,
  3. Click the language selector:

    • Bottom of the menu (look for something like "EN-US").

Your choice of language sets:

  • The software language.
  • The date order (e.g., "dd/mm/yyyy", "mm/dd/yyyy", etc).
  • The day that's the first day of the week (on calendars).
  • The spoken accent for demo videos.
Updated: Fri, May 13, 2022. Keywords: dialect, translations. Headings: `Where can I switch languages?`, `What languages can I use?`
 

To see the selection of 20+ daily changing wallpapers:

  • Go to: You > More > Theme > Wallpaper

To turn off all wallpapers, select "None" and save.

Updated: Sat, Jul 25, 2020. Keywords: pictures, photo, upload. Headings: `How do I turn off all wallpapers?`, `Where do I set the theme image?`
 

Seeing all user activity1:23

"How do I list all changes made by a person?" 

The activities view of history lists all the changes made by a specific person over time. It shows you: 

  • What was changed. 
  • Where the change was made. 
  • And when the change was made. 

To list all the changes by a person in 1st Money go to: More > Activities 

Each user can see their own activities, but only org admins can see the activities of others. 

By default, activities shows you changes made over the last 30 days. To show changes over the last 90 days: 

  • Click: Show settings > Dates > Previous 90 days 

To see more detail on any change, just click the row. For example, here's what we see when we click Wayne's change of manager to Clara. 

Next: 

  1. We'll click: Show settings > Side settings ... show 
  2. Now we can see some more advanced filters. 
  3. If we Ctrl+Click Clara on the right, we can now list all of both Wayne and Clara's activities at the same time. 
  4. And now, if we click Created, on the left, we can further filter the rows down to just the creates done by both Wayne and Clara. 

And that's it! That's how you can list all the changes by a person in 1st Money ... even going back years! 

Updated: Fri, Mar 11, 2022. Keywords: . Headings: `How do I see all changes made by a person in the last 90 days?`
 

Following & ghosting2:55

"How do I manage who's following me, and how do I ghost people?" 

The "Following me" menu shows you a list of the people in your org who've got special access to your starts, stops, and timesheet summaries. 

To see who's following you: 

  1. Click: Menu > Following me 
  2. This list shows you people who are already following you. 

The two main ways people can get into your "Following me" list is by: 

  • One, clicking this add button, because they've decided to follow you. 
  • Or two, they're automatically added to your follow list because you became their manager or supervisor, or they became yours. 

When you're following someone, you'll get this page of additional follow settings. We're going to go through each of these settings, one-by-one: 

The first option, "Include in timesheet emails ... daily" is on by default. When this option's on, you'll get a summary of this person's daily timesheets included in your daily timesheet email. 

The daily timesheet email looks like this in your inbox. 

The next two options give you a one-time notification, called a "pounce", the next time this person starts or stops. 

  • The "next start" pounce is useful if you want to catch a person as soon as they're back to starting work again. 
  • The "next stop" pounce is useful if, alternatively, you know they're concentrating on something, and you'd rather catch them when they next stop. 

The pounce notifications looks like this on your screen. This is a one-time notification, but you can keep turning it back on again, every time you want it. 

  • The final option, "Notify on all starts & stops", gives you a notification every time this person starts or stops. This is useful if you're working closely with someone, and need to know when they're around. 

This notification looks like this on your screen. It'll notify you every time this person starts or stops, until you turn it off. 

Sometimes you may not want a team member to have access to your starts, stops, and timesheet summaries. To block someone from following you: 

  1. Click: Menu > Following me 
  2. Find the person you want to block. 
  3. Then click: the ghost button. 
  4. They won't get a notification that you've ghosted them. Next time they go to their "People" list, they'll see a small ghost icon by your name, like this. 
  5. To unblock them, just click the ghost button, and they'll be back to following you again. 

Feel free to follow or ghost as many people as you like. Try following people, and pinning out the menu. This gives you an instant view of when your co-workers are working or when they're on break. Even when someone's following you, they still don't get access to any of your other info, like contact details, HR settings, or pay info. 

And that's it! That's how you can manage who's following you, and how you can ghost people! 

Updated: Mon, May 9, 2022. Keywords: . Headings: `How do I see who's following me?`, `How do I block someone from following me?`, `How do I stop timesheet emails from certain people?`
 

Setting your PDF doc PIN1:41

"How do I password protect the PDFs you email me?" 

For your security, all PDFs that you get emailed to you by 1st Money can be password protected with a 4 digit PIN. This can be important, as some PDFs you get by email, like your paystub, may contain information that you'd consider sensitive. 

To set your Doc PIN: 

  1. Click: Menu > People, then click yourself. 
  2. Once it's open, click your way to: More > Doc PIN & doc sig. 
  3. Now let's set it with any four digit number of your choice. 
  4. Then click: Save 

Now, when you got your email inbox on the next payday, your paystub email will look like this. 

When you scroll down and click the PDF, it'll ask your for your PIN. Once you enter your PIN, your paystub PDF opens just fine. 

Also keep in mind: 

  • If you ever forget your PIN, just come back here and set it again. 
  • And if you ever need a non-password protected version of any PDF, just log in to 1st Money and download it. 

You'll find most of your PDFs in: 

  • Pay > Tax forms history 
  • Or in: HR > Docs history 

And that's it! That's how to password protect the PDFs you get by email! 

Updated: Wed, Aug 31, 2022. Headings: `How do I set a pin for document PDFs?`
 

Childbirth & maternity certificate2:00

"How do I set my date of expected childbirth, and upload a maternity certificate?" 

Before you can request statutory maternity pay, you'll need to set your date of expected childbirth, and upload a maternity certificate from your doctor. If you don't have a maternity certificate, sometimes called the MAT B1, you'll want to get that first, before continuing. 

To get to the "Maternity certificate" settings: 

  1. First, go to your person page. 
  2. Then: click through to: Settings > Medical 
  3. Then scroll down to the "Maternity certificate" settings. 
  4. You can set your date of expected childbirth here directly. 
  5. However, first we'll look at what it's like to request paid maternity leave without this filled in. 

To request paid maternity leave: 

  1. Go to: Menu, then Request time off 
  2. Once it opens, you'll be prompted to specify what "Type" of time off you're requesting. 
  3. You may notice that "Maternity ... paid" is disabled. 

To turn on the "Maternity ... paid" option: 

  1. Click the "Change it here" link. 
  2. This'll load your "Maternity certificate" settings on the right side. 
  3. Use the calendar to enter your "Date of expected childbirth". 
  4. Next click "Take photo" to take a photo of your maternity certificate. In our case, we'll just upload it. 
  5. Once your maternity certificate's uploaded, it automatically saves and reloads. 
  6. This time, now that the maternity details are saved, you'll see that "Maternity ... paid" is no longer disabled. 

If you want to double check the date and image upload: 

  1. Click: "See maternity certificate" 
  2. You'll now see the date and image that you just uploaded on the panel that slides out on the right. 
  3. So now you can continue with your application for statutory maternity pay by filling in the rest of the details here. 

And that's it! That's how you can set your date of expected childbirth, and upload a maternity certificate! 

Updated: Wed, Aug 31, 2022. Keywords: . Headings: `How do I set my date of expected childbirth?`, `Where do I upload a maternity certificate?`
 

Setting date of birth1:32

"How do I set a person's date of birth?" 

An accurate date of birth is an essential piece of information for both payroll and government submissions. 

To set the date of birth: 

  1. Go to Menu > People and choose a person. In this example, we'll choose "Bruce". 
  2. Then: Settings > Person settings 
  3. Once you've clicked into the date box, a calendar pops open. 
  4. Set the year first. In this example we'll choose "1980". 
  5. Then set the month and day. We'll set it to tomorrow's date. 
  6. Then click: Save 

Now, in the people list, you'll see this friendly reminder that tomorrow's their birthday. 

If you want to see the age of this person: 

  1. Click the reload button. 
  2. Then hover your mouse over the "Date of birth" box, and you'll see their age. 

If you want to see who's birthdays are coming up: 

  1. Click your way to: Menu > Pay batches 
  2. And choose your pay batch. 
  3. Here, you can see the birthday we just set. You can also see upcoming birthdays' of other people, over the next few months. 

For younger employees, whose pay is set to "Tracking minimum wage", the date of birth is especially important. To see an example of how date of birth affects minimum wage, watch our video on Tracking minimum wage. 

And that's it! That's all you need to know about setting a person's date of birth! 

Updated: Wed, Aug 31, 2022. Headings: `Where can I see everyone's birthdays?`
 

Setting date joined1:57

"What do I need to know about setting a person's join date?" 

In order to have their Paystub paid, a person has to have their "Date joined" set. The "Date joined" is usually set to the day they first did work for your org. 

To set "Date joined": 

  1. First, click: Menu > People and choose a person. 
  2. Then click through to: HR > Job settings 
  3. Then click "Date joined". 
  4. When the calendar pops open, go ahead and choose the date this person will do their first day of work. 
  5. Then click: Save 

Now that the "Date joined" is set to the first day in April, This person should get a full month's pay on their April Paystub. 

We can Check this by opening their April Paystub: 

  1. First, click: Pay 
  2. Then: Paystub 
  3. Here we can see that this Paystub's pay period is for the first of April to the 31st of April. 
  4. Because she joined on the first day of April, and because she's paid a salary, she's being paid for every day in the month. 
  5. Here, when we hover over "Earnings", we can see her earnings are the full £3000 of monthly pay. 

Now, let's see how her pay changes if we set her "Date joined" to half way through the month: 

  1. First, change the "Date joined" to the 16th. 
  2. Then click: Save 
  3. And then re-open her April Paystub. 
  4. When we hover over the "Earnings" amount, we can see that she's now being paid for only half the month. 
  5. We can also see that her earnings are only half what they were. 
  6. This is because her "Date joined" is now half way through the pay period, so she's now only getting half a months pay. 

From this example, we can see that it's important to set the "Date joined" correctly. This date can affect the first Paystub of salaried employees. 

And that's it! That's what you need to know about setting a person's join date! 

Updated: Mon, May 2, 2022. Headings: `How do I set employee's first day of work?`
 

Setting a person's name1:26

"How do I set a person's name?" 

Setting a person's name is straight forward, but there's a few things to note. 

  • Because each person's name is used when submitting government taxes, it's important to enter their full name. 
  • This means including their middle name, and also include any suffix on the end, like "Junior", or "Senior". 
  • Their full name is the name that'll be used on any employment agreements or tax submissions. 
  • Usually, each person in your org has a first name that's unique to them. If so, it'll just show their first name in the "People" list. 
  • Occasionally, there may be two people with the same first name. If so, it'll add an initial to their name so you can tell them apart. 

Some people may prefer to use a nickname. For example: 

  • Let's set Bruce's nickname to: "Jonesy" 
  • Now, when we open the "People" list, we see him listed as: "Jonesy" 
  • We also see that the other "Bruce" no longer needs an initial added to his name. 

To see how nicknames are used: 

  • Let's click your way to: HR > Agreement 
  • Here we can see his formal name is still used in his employment agreement. 
  • But when we go to the management org chart, we can see that it's his nickname that's used. 

And that's it! That's all you need to know about setting a person's name! 

Updated: Wed, Aug 31, 2022. Headings: `How do I set a person's nickname?`, `What happens if two people share the same name?`
 

Managers & supervisors4:02

"How do I set managers and supervisors?" 

The manager role is an essential part of 1st Money. A person's manager can be changed whenever you like, but it can never be set to empty. All time off requests are automatically sent to the manager. Because of this, a person's manager can never be set to empty. 

When a new person's first invited to have a login to your org, a manager is automatically set. The new person's manager is set as the manager who originally sent the login invite. You can always change their manager to a different person later. 

To change a person's manager: 

  1. First, click: Menu > People and choose a person. In this example, we'll choose "Pam". 
  2. Then: click through to: HR > Job settings 
  3. Then click "Manager" and choose the new manager. 
  4. Then click: Save 

If you want to set yourself as the manager, but you're not turned on as a manager: 

  1. Click: Add yourself 
  2. When it opens on the right side, click: Turn on as a manager 
  3. Then, after it reloads, you'll now find yourself also in the managers list, here, but for now we'll keep the manager for Pam unchanged. 

Now we've just switched user. We're now logged in as the manager. Let's see who we're currently managing and supervising: 

  1. First, go to your person page. 
  2. Then: click through to: HR > Roles 
  3. Here we can see that we're turned on as a manager. 
  4. We can also see that the only person we're managing is Pam, which we just set a minute ago. 

Now let's look at our permissions: 

  1. Click your way to: Settings > Permissions 
  2. Here we can see that we don't have any admin permissions at all. Because we currently lack permissions, we can't ourselves change who we're managing. Only admins can do this. 

Now, let's see what we can do as just a manager of Pam: 

  1. First open the people's list, click: Menu > People, like everyone else in the org, we also see the full list of people. 
  2. When we click someone we're not managing or supervising we can only see these five details. We can't see any of the additional tabs at the top here. 
  3. When we click Pam, because we're her manager, we can see all her additional contact info. 
  4. When we scroll down, we can also see her "Self onboarded" info, although some of it's greyed out for privacy reasons. Only admins can see this private info. 
  5. At the top, when we click Time off, we've got access to all her time off reports. 
  6. When we click Add time off, as a manager, we can submit a time off request on her behalf. 
  7. And when we click Attendance, we've got access to all her attendance reports. 
  8. And when we click "Timesheet", we can edit her "Done time" and "Planned time". 
  9. Also, when we scroll down, we can dismiss her timesheet absences. 
  10. All of this access is also available to the supervisor of a person, except supervisors don't have access to the time off features. 

Now we've just switched user again. We're now logged back in as the admin. 

To set a person's supervisor: 

  1. First, click: Menu > People and choose a person. In this example, we'll choose "Pam". 
  2. Then: click through to: HR > Job settings 
  3. Then click "Supervisor" and choose the new supervisor. 
  4. Then click: Save 

In contrast to managers, supervisors are completely optional. Supervisors don't show up in the "Management org chart". Supervisors can do the same things as a manager, except supervisors don't have access to time off info. You can set a maximum of two supervisors for each person, or you can just leave it empty. 

And that's it! That's how to set managers and supervisors, and that's what they can do! 

Updated: Mon, May 9, 2022. Headings: `What can managers do?`, `Why can't I see other people's time off?`
 

Setting contact details1:34

"How do I set my contact details?" 

Adding your contact details makes it easier for people in your team to get in touch with you. 

To add your contact details: 

  1. First go to Menu, then click yourself. 
  2. Once it's open, click: Settings > Person settings 
  3. Here you can see that in addition to your cell phone number, there's other spaces to add more contact details. 
  4. We've prepared our contact details in advance, so we're just going to paste them in one-by-one. 
  5. Each time you add a contact detail, first set the type of contact, then add the detail. 
  6. Each type of contact has a different format, so you'll see hints on how to enter them. 
  7. Only enter contact details that you don't mind being shared with nearby people in your org. Such as your manager, the admins, or with people you manage. 
  8. And take care to get them correct. 
  9. When you're finished, click: Save 
  10. Now, when you click back to the Person tab, and click refresh, you'll see your newly saved contact details. 

One more reason you may want to add more contact details, is to have them show on your email signature. To learn more, watch our video about Using email signatures. 

And that's it! That's all you need to know about how to set your contact details! 

Updated: Wed, Aug 31, 2022. Keywords: social. Headings: `How do I add extra contact details other than my phone number?`
 

Setting your doc signature1:26

"How do I set my doc signature?" 

Setting your doc signature makes it easier to sign documents, like employment agreements and tax forms. It also makes letters you send feel more credible, having a real signature at the bottom. 

To set your doc signature: 

  1. Go to: Menu, then click yourself. 
  2. Once it's open, click your way to: More > Doc PIN & doc sig. 
  3. Then scroll down and click: Write signature 
  4. In the box that pops up, draw your signature. You'll find this step easier if you login on your phone, and do it there. 
  5. If you're not happy with your first attempt, click: Redo 
  6. Finally, once you're happy with your signature, click: Save 

To see how it now looks when signing a document: 

  1. Click: See example 
  2. Then click: I accept & electronically sign 
  3. The signing confirmation now flashes up on the screen. 

Now, let's try "one-click signing": 

  1. First, click: Turn on one-click signing 
  2. Then click: Save 
  3. Now, when you click See example, you'll get the signing confirmation with just one click. 

And that's it! That's how to set your doc signature, and turn on one-click signing! 

Updated: Wed, Aug 31, 2022. Keywords: approval. Headings: `How do I change my document signature?`
 

Emergency contact info1:21

"How do I set my emergency contact info?" 

Setting your emergency contact info gives you peace of mind. If ever something happened to you at work, your admins would know who your nominated emergency contact person was. They could quickly get in touch, and perhaps get answers to life saving questions. This info is generally updated by the employees themselves, but can also be updated by admins. 

To set your emergency contact info: 

  1. First, go to Menu, then click yourself. 
  2. Once it's open, click over to: Settings > Emergency 
  3. And fill in each of the six fields. 
  4. We've prepared our emergency contact info in advance, so we'll just paste them in one-by-one. 
  5. Once you're done, click: Save 

This info is considered confidential, and isn't available to anyone in your org except yourself and the admins. 

And that's it! That's how you can set your emergency contact info! 

Updated: Wed, Aug 31, 2022. Keywords: urgent. Headings: `How do I set my emergency info in case of an accident?`
 

Setting gender and title1:11

"How do I set my gender and title?" 

Setting your gender is sometimes required as part of establishing your tax identity. This info is generally updated by the employees themselves, but can also be updated by admins. 

To set your gender: 

  1. First, go to Menu, then click yourself. 
  2. Once it's open, click through to: Settings > Medical 
  3. Choose a legal gender. 
  4. Then click: Save 

In some countries, the tax authority doesn't recognise "Non-binary" gender options. If that's the case, the "Non-binary" option will be disabled. 

Once you've chosen "Legal gender", the "Title" is also automatically set. The "Title" is used in some docs and tax forms. You may wish to update this to your preferred title. 

To set the "Title": 

  1. Click on the "Title" box. 
  2. Scroll down and choose your preferred title. 
  3. Then click: Save 

And that's it! That's how you can set your gender and title! 

Updated: Wed, Aug 31, 2022. Keywords: . Headings: `How do I set my title?`, `Can I set myself as non-binary?`
 

IQ score1:26

"How do I set my IQ score?" 

The assessment section has a field to store a person's IQ score. Setting the IQ score is optional. 

To set a person's IQ score: 

  1. Click: Menu > People and choose a person. In this example, we'll choose: "Bruce" 
  2. Then click through to: HR > Assessment 
  3. Drag the "IQ score" slider to the desired IQ score. 
  4. You can also move the slider using the arrow keys on your keyboard. 
  5. Then click: Save 

To prevent abuse, even if you're an admin, you can never update your own "IQ score". Admins can however, update the "IQ score" of others. 

If you're asking a person to take an IQ test, we recommend the test found on this link here. It's free, and only takes 10-15 minutes. 

IQ scores range from the lowest score of 60, to the highest score of 140, with the average score being 100. 

To compare everyone's IQ score: 

  1. Open Menu, then click your org. 
  2. Then go to: Reports > People 
  3. And scroll across. 
  4. Here you can see everyone's IQ score. 
  5. To order everyone from highest to lowest, just click here. 

And that's it! That's how you can set your IQ score! 

Updated: Fri, Apr 8, 2022. Headings: `How can you update your IQ?`
 

Setting the language1:27

"How do I set the language of 1st Money?" 

When you first log in to 1st Money, the default language option is set to "Same as device". This means you'll automatically see everything in the same language as your computer or smartphone. 

To change the language: 

  1. Click over to: Menu and choose yourself. 
  2. Then, click over to: Settings > Preferences 
  3. Then click the language box and choose a language. In this example, we'll choose "U.S. English". 
  4. Then click: Save 
  5. Once everything's automatically reloaded, it's now all showing in "U.S. English". 

When we go to click: Settings > Person settings, the "Date of birth" is now shown in U.S. English's month-day-year format. 

The other place where you can change the language is at the bottom of the menu, here. Changing the language setting doesn't affect your payroll in any way. A British Pay batch still shows in British Pounds, even when you've set your language to U.S. English. 

And that's it! That's all you need to know about setting the language in 1st Money! 

Updated: Thu, Apr 7, 2022. Headings: `How do I change the language?`
 

Medical & doctor info1:25

"How do I set my medical and doctor info?" 

Setting your medical and doctor info gives you peace of mind. If something happened to you at work, your admins would be able to instantly look up this medical info you supplied, and alert your doctor. This info is generally updated by the employees themselves, but can also be updated by admins. 

To set your medical and doctor info: 

  1. First, go to Menu, then click yourself. 
  2. Once it's open, click through to: Settings > Medical 
  3. Then fill in these two medical fields. 
  4. Also fill in the contact info fields for your doctor. 
  5. We've prepared our medical and doctor info in advance, so we'll just paste them in one-by-one. 
  6. Once you're done, click: Save 

This info is considered confidential, and isn't available to anyone in your org except yourself and the admins. 

And that's it! That's how you can set your medical and doctor info! 

Updated: Wed, Aug 31, 2022. Keywords: blood type, allergic. Headings: `How do I set my doctor info in case of an emergency?`
 

Personal info & home address4:14

"How do I set my personal info and home address?" 

Your personal info includes your "Personal email", "Home phone", and "Vehicle registration plates". Entering your personal info is optional, but it can be useful if admins need to reach you in an emergency. 

To set your personal info: 

  1. First, go to Menu, then click yourself. 
  2. Once it's open, click your way to: Settings > Personal 
  3. Then enter your "Personal email", "Home phone", and "Vehicle registration plates". 

The "Vehicle registration plates": 

  • Is for vehicles that you may bring into the parking area of the business. 
  • If you sometimes bring a different vehicle to work, just add a comma between each. 

If there's ever an incident involving your vehicle, for example your lights were left on, an admin can look-up who owns the vehicle by going to: 

  1. Menu, then: Org 
  2. Then, Reports > People 
  3. Then scroll across to: "Vehicle registration plates" 
  4. And scroll down and find the registration plate we just entered. 
  5. Then, if we scroll across again, we can see that "Sara" owns this vehicle. 

Next up, let's look at "Home address". Your home address: 

  • Is printed on the top of each paystub. 
  • It may also be sent to the government, while verifying your tax status, to help identify you. 
  • And it's used on other work related documents that need to be posted to you. 
  • This includes both while you're employed, and also after you've ended employment. 

To set your home address: 

  1. First choose your country. 
  2. Then start typing your home address. 
  3. As you type, suggestions of matching addresses will appear. 
  4. Click on the address that matches your home address, and it'll automatically save. 

Now let's look at a recent paystub, to see where your home address shows up: 

  1. First go to Menu, then click: My paystub 
  2. Then click the side back triangle to go back to the previous paystub. 
  3. Then click More, then: Download paystub PDF 
  4. Once you've opened the downloaded PDF, you'll see, at the top of the paystub, your newly entered home address. 

Now, back to the "Home address" settings. Sometimes, you may have a postal address that's different to your home address. 

Let's add a postal address as well: 

  1. First, turn on: Post mail to a different address 
  2. Then, click: Set "Postal address" 
  3. And start typing your postal address. 
  4. Click on the address that matches your postal address, and it'll automatically save. 

Now, switching back to the paystub: 

  1. And downloading it again. 
  2. Now that we've opened this second downloaded PDF, you'll now see that it correctly shows your postal address instead. 

And that's it! That's how you can set your personal info and home address! 

Updated: Wed, Aug 31, 2022. Keywords: place. Headings: `How do I set my postal address?`, `How do I set where I live?`
 

Typing speed2:11

"How do I set my typing speed?" 

The typing test allows you to compare how fast each person is at typing on a keyboard. This is measured in WPM, which stands for "Words Per Minute". 

To see your typing speed: 

  1. Click: Menu > People and choose yourself. 
  2. Then, click through to: HR > Assessment 
  3. Here you can see your current typing speed. 

To test your typing speed: 

  1. Click: Typing test 
  2. You'll now be taken to the typing test page. 
  3. You'll see this text in the yellow box, which is to be typed into this white box below. 
  4. At the top, you can see the score you're trying to beat. 
  5. Once you're ready, just start typing. A 60-second timer automatically starts the moment you type the first character. 
  6. We'll skip watching the full 60-second test. We've cut the video, and jumped to the end. 
  7. Now it's finished, we see the score of this test attempt here. 

We'll now go back to the "Assessment" page, and click reload. Here you can see your "Typing speed" has been updated. Since this new score is higher than your previous score, your new score's automatically saved. Feel free to re-take the typing test as many times as you like. 

To prevent abuse, even if you're an admin, you can never update your own "Typing speed" any other way, other than re-taking the typing test. Admins can, however, update the "Typing speed" of others. 

To see how your typing speed's improved over time: 

  1. Click the three-dots. 
  2. When a menu opens, click the "History" button. 
  3. A panel slides out on the right, listing all your improvements in your typing speed, over time. 

To compare everyone's typing speed: 

  1. Open Menu, then click your org. 
  2. Then go to: Reports > People 
  3. And scroll across. 
  4. Here you can see everyone's typing speed. 
  5. To order everyone from fastest to slowest, just click here. 

And that's it! That's how you can update your typing speed! 

Updated: Fri, Apr 8, 2022. Headings: `Where can I take a typing test?`, `What's Typing WPM?`
 

Employee ID1:40

"How do I set the employee ID?" 

The field for "Employee ID" gives you a place to store any unique ID for this employee. "Employee ID" is an optional field, and can be left empty. 

To set an "Employee ID": 

  1. Click: Menu > People and choose a person. In this example, we'll choose: "Bruce" 
  2. Then click through to: HR > Job settings 
  3. Then scroll down to "Employee ID". 
  4. Type in what you'd like to store, up to 100 characters. 
  5. Then click: Save 

Examples of what you may choose to store here include: 

  • Security badge number. 
  • Network ID. 
  • Employee number. 
  • Insurance number. 
  • Or anything else. 

One important use for the "Employee ID" is that it's available to be used as an insert into docs. 

Let's insert the "Employee ID" into a doc: 

  1. Click through to: Menu > Docs ... all 
  2. Choose any doc. We'll choose: "Verification of current employment" 
  3. Then choose the same person you just set the "Employee ID" for. 
  4. Now that the doc's opened, let's paste in a new paragraph which we prepared earlier. It includes the insert for "Employee ID" here. 
  5. Next, on the right-side preview, after scrolling down, here we can see this person's "Employee ID" automatically show up. It's exactly as we entered it earlier. 

You can also insert "Employee ID" into bookmarks. To learn more, watch our video about Using inserts in bookmarks. 

And that's it! That's how you can set the employee ID! 

Updated: Mon, May 2, 2022. Headings: `How can you update employee ID?`, `How can you add an employee ID insert?`
 

Light and dark themes1:18

"How do I switch between light and dark themes?" 

1st Money supports both light and dark themes, so you can choose the theme that's most comfortable for your eyes. 

The fastest way to change themes is to right-click anywhere on screen, then choose: Theme 

But for this video, we'll open themes from your person page. 

  1. First, go to Menu, then click yourself 
  2. Then click: Settings 
  3. Then: Theme 

By default, "Theme" is set to "Same as device". You might, for example, have your laptop on light theme, and your smartphone on dark theme. If so, 1st Money will automatically show each in your chosen theme, just as you'd expect. 

Sometimes, however, you may want to set the theme to always show in a particular way, regardless what each of your device's default is. 

To set the theme: 

  1. Let's click: Always dark 
  2. Everything now instantly switches to dark theme. 

Now that we've set the theme to "Always dark", any devices we log in to will also show in dark theme. At any time however, you can always go back to the "Same as device" option. 

And that's it! That's how to switch between the light and dark themes! 

Updated: Fri, Apr 1, 2022. Keywords: . Headings: `How do I turn on night mode?`, `Can you have a different theme on each of your devices?`
 

Temporarily blocking access2:09

"How do I temporarily block one of my people from having access?" 

The "Temporarily block access" feature instantly blocks a person's login access to every feature in 1st Money. Payslips continue to be paid, and all their data still displays in reports. It just means that the blocked person can't log in to your org. If they're currently logged in, they'll be denied access on their next page load. 

To "Temporarily block access" to a person: 

  1. First, open the person at: Menu > People 
  2. Once it's open, click your way to: Settings > Permissions 
  3. Then turn on: "Temporarily block access" 
  4. And click: Save 
  5. Now, when you go to the "People" menu, here's how they'll look, while blocked. 

We're now going to switch users, and look at the screen of this newly blocked person. Suppose they already had 1st Money open to their person page, and in the background, they've now just been blocked by their admin. 

Here's what the blocked person will see: 

  • The next time they go to a different tab, they'll now see this message. 
  • If they try to click another person, or location, they'll see this message. 
  • If they try to log in again, and if this is their only org, they'll see this message. 

If the blocked person belongs to other orgs, they'll still be able to access those other orgs just fine. Once you're ready to have them back, just turn off "Temporarily block access". They'll then instantly be able to log back into your org again. 

And that's it! That's how you can temporarily block one of your people from having access! 

Updated: Mon, May 9, 2022. Keywords: . Headings: `How do I block someone for only a bit?`
 

Updating your portrait1:48

"How do I update my portrait photo?" 

Your portrait photo helps others in your team to easily recognise you. This makes using 1st Money much easier, and more enjoyable. 

To update your portrait photo: 

  1. Go to: Menu 
  2. Then scroll down and click: Update photo 
  3. Next, click: Take photo 
  4. Put on your best smile, then click Take photo again. 
  5. If you're not happy with the photo, click Redo, but we're happy, so we'll click: Save 

You'll now see your new portrait photo: 

  • In the middle of the page. 
  • You'll also see it in the top-right corner. 
  • And when you click People, you, and everyone else in your org, will now see it in the people list. 

Keep in mind that if you're an admin, you can also use your own login to update the portrait photo of others on your team. 

As an admin, to update the portrait photo of others: 

  1. You'll get the best results by first, logging in on your smartphone. 
  2. Then click: Menu > People, and choose the person. In this example, we'll choose "Aarav" 
  3. Once their person page opens, click: Settings > Person settings 
  4. Then, scroll down and click: Take photo 
  5. And now that it's all set up, walk over to their desk and ask them if they wouldn't mind having their photo taken. 

And that's it! That's how to update portrait photos! 

Updated: Wed, Aug 31, 2022. Headings: `How do I set my profile picture?`, `How do I change other people's portraits?`
 

The 12 month calendar2:55

"How do I use the 12 month calendar?" 

The 12 month calendar gives you a full year view of a person's events, both past and future. 

To open the 12 month calendar: 

  1. Go to a person by clicking: Menu > People In this example, we'll choose: "Bruce" 
  2. Then, go to: Calendar > 12 month calendar 

At the top we can see: 

  • That Bruce's next holiday is the 15th of April. 
  • And that his next payday is in 22 days time. 

In the main part of the page we can see all 12 months of the year, with today's date marked in red. 

You can see what year you're on by looking at the heading. You can skip forward and back calendar years: 

  1. By clicking these side triangles on the left and right edges of the calendar. 
  2. Or you can click these triangle buttons near the heading. 

If you're a payroll admin, you'll also see this edit button. This button allows you to set the holidays for the current pay batch: 

  1. Let's change it to "Northern Ireland". 
  2. You'll now see it update to Northern Ireland's holidays, shown in orange. 
  3. Keep in mind that changing holidays here applies this change to all people in this pay batch. 

To see timesheets: 

  • You can click these grey circles at the start of each week, to show you that week's timesheets. 
  • Or if you click any date on the calendar you'll see the timesheet for just that day. 

The blue outlines mark each of this person's paydays: 

  • If you hover your mouse over one, it'll highlight the pay period that's covered by this payday. In this example, the pay period is from the first day of the month to the last day of the month. 
  • Also in this example, the paydays are then paid 21 days later on the 21st. If you click one, it'll ask you if you want to open the "Payday" or the "Timesheet". Clicking Payday opens this person's paystub. 

The light grey columns show non-working days. To change them: 

  1. Scroll down, and click the edit button beside "Non-working days". 
  2. Turn off "Move weekday sliders together". 
  3. Now, for this example, let's set Bruce to have zero hours for only Wednesdays and Sundays. 
  4. Then click: Save 
  5. You'll now see that Wednesdays and Sundays are now in grey as non-working days. 

And that's it! That's most of the features of the 12 month calendar! 

Updated: Thu, Apr 7, 2022. Headings: `How do I see when my next holiday is?`, `How do I see when my next payday is?`, `How do I see a calendar showing my paydays?`
 

Confidential notes1:32

"How do I use the confidential notes?" 

The "Confidential notes" page is a convenient place to record notes that're only available to people who've got full payroll admin permissions. These notes won't be available to org admins or regular users. In addition, even if you're a full payroll admin yourself, you won't be able to see the "Confidential notes" page about yourself. 

To open the confidential notes: 

  1. First, click: Menu > People and choose a person. In this example, we'll choose "Henry". 
  2. Then: click through to: Pay > Confidential notes 
  3. Here we can see the confidential notes that were previously saved. 

You may want to record notes on: 

  • Disciplinary actions. 
  • Changes in pay rate. 
  • Managerial decisions. 
  • Notes about final pay. 
  • And much more. 

To add to the confidential notes: 

  1. Click into the "Confidential notes" box. 
  2. Type in your notes. 
  3. Then click: Save 

To see who's recorded notes in the past: 

  1. First, hover your mouse over the "Confidential notes" box. 
  2. This reveals three-dots on the far left. 
  3. When you click the three-dots, a menu opens. 
  4. Then, when you click the "History" button on this menu, a panel slides out on the right. This panel lists all the notes that've been recorded in the past. 

And that's it! That's how you can use the confidential notes! 

Updated: Mon, May 9, 2022. Headings: `Why can't I see my confidential notes?`, `Who sees my confidential notes?`
 

No admin permissions2:43

"How do things look when someone's got no admin permissions?" 

When someone logs into 1st Money, some features are hidden if they don't have admin permissions. You can set user permissions at: Settings > Permissions 

In this example, we've logged in as a normal user, who's got no admin permissions. As someone with no admin permissions, when a normal user clicks on themself, they can still see most of their own settings. 

A normal user can: 

  • Change their contact details. 
  • Change their home address. 
  • Change their medical info. 
  • Set their messaging preferences, and much more. 

However, much of a normal user's pay settings, for example those under Pay > Pay settings, are set as read only. A normal user can see their own pay settings, but only a payroll admin can change them. 

From the start screen, a normal user, even as someone with no admin permissions, can still do a number of useful things. Like: 

  • Submit an expense claim. 
  • Request time off. 
  • And see previously paid Paystubs. 
  • A normal user can also start and stop their timesheet timer, and much more. 

When they open the menu, a normal user: 

  • Can't see "Pay batches". 
  • And can only see the locations and projects that they belong to. 
  • Also, because they're not an admin, a normal user can't add new locations and projects. 

When a normal user goes to Org: 

  • They can only see basic info about their org. 

  • When a normal user looks at the "People" list, or opens the management org chart, they can see all the people. 
  • But, they can only see each person's first name, and job title. 
  • Even when they click people, they still can't see each person's contact info, other settings, or even their last name! Only admins can see this information. 

There are, however, four exceptions to normal users seeing the contact info of others. Normal users in 1st Money can always see the contact info of: 

  • Themself. 
  • Their manager. 
  • Their payday admin. 
  • And anyone they've been assigned to manage. 

This makes 1st Money a useful contact directory, whilst still giving good privacy. 

And that's it! That's how things look to someone who's got no admin permissions! 

Updated: Sun, May 8, 2022. Keywords: . Headings: `Can a person edit their pay settings if they've got no admin permissions?`
 

Org admin permissions1:47

"How do things look when someone's got org admin permissions?" 

When an org admin logs into 1st Money, some additional features show up. 

You can set org admin permissions at: Settings > Permissions 

In this example, we've logged in as a person: 

  • Who's got org admin permissions. 
  • But not payroll admin permissions. 

When opening the menu, an org admin: 

  • Can see every location and project in the whole org. 
  • In addition, org admins can also add new locations and projects. 
  • When an org admin goes to Menu > Org, they can see and change all the org's settings. 
  • When clicking on a person, an org admin can see all the contact info of that person, and also change most of any person's settings. 

However, if they're not a payroll admin, there's a few things org admins can't see or do: 

  • In particular, they can't see anything about pay, pay batches, payroll, or paystubs. 
  • When they go to a person, and scroll down to onboarding, anything that's pay related is shown all greyed out. 
  • In addition, when they go to HR > Agreement, anything here that's pay related will also be shown all greyed out. 

This, however, doesn't stop org admins from being able: 

  • To see and change everyone's timesheets. 
  • Approve time off requests. 
  • And send HR docs. 
  • In summary, org admins can see and update all HR related settings that don't involve pay. 

And that's it! That's how things look to someone who's got org admin permissions! 

Updated: Sun, May 8, 2022. Keywords: . Headings: `Can a person with org admin permissions create a location or project?`
 

Payroll admin permissions1:48

"How do things look when someone's got payroll admin permissions?" 

When a payroll admin logs into 1st Money, they can see every feature, including all features that relate to pay. 

You can set payroll admin permissions at: Settings > Permissions 

In this example, we've logged in as a person who's got payroll admin permissions. Payroll admins also automatically get access to everything that org admin's can do. 

When clicking on a person, payroll admins can see everything about: 

  • Pay. 
  • Pay batches. 
  • Payroll. 
  • Or paystubs. 
  • For example, when they go to any person, they can click Pay > Pay settings and see a summary estimate of any person's pay. 
  • On the menu, a payroll admin can see all existing pay batches, and create new pay batches. 

To see everyone's pay rates: 

  1. Click your way to: Menu > Pay batches 
  2. Then choose a pay batch. 
  3. Then under Pay > People, payroll admins can see the pay rates of all people in this pay batch. 
  4. From here a payroll admin can just click any value, for any person, and instantly make changes. 

For example: 

  1. Here, Bruce's gross pay is about £20,000 a year, calculated from his hourly rate of £9 per hour. 
  2. Let's click it... 
  3. Change it to £11 per hour. 
  4. And click: temporarily-block-access-2.mp4 
  5. Now you can see Bruce's gross pay has risen to almost £25,000 a year. 
  6. Only a payroll admin can see this kind of info, and make these kinds of changes. 

And that's it! That's how things look to someone who's got payroll admin permissions! 

Updated: Sun, May 8, 2022. Keywords: . Headings: `What info can people with payroll admin permissions see?`
 

If your webcam's having problems, upload an image as your portrait photo. To upload:

  • Go to: You > Settings > Person sett... > Portrait photo

  • Upload a .png, .jpg, or .gif.

  • Any size is fine.

  • The recommended size is:

    • Width 400px.
    • Height 400px.

This image is seen by others in all the orgs you join.

Updated: Sun, May 16, 2021. Keywords: camera, send, picture. Headings: `Can I upload my portrait image?`, `My webcam is broken. How can I take a photo?`
 

When asked to turn on your webcam, click: Allow

When you click Take photo the photo booth opens. If this is your first time, you're asked to Allow your webcam:

See other browsers
Chrome
Click: Allow
Firefox
Click the drop down triangle and click: Always Share
Edge
Click: Allow
Internet Explorer
Internet Explorer doesn't take portrait photos. Try Chrome, Firefox, or Edge.

If it still doesn't work, ensure your webcam isn't in use by another piece of software.

Finally, ensure it's not blocked in the browser settings:

See other browsers
Chrome
- Go to: Menu > Settings > Show advanced settings > Privacy > Content settings > Media > Manage exceptions - Ensure it's set to Allow for https://www.1st.money.
Firefox
-Go to: Menu > Options > Privacy & Security - Look for \"Camera\": Settings... - Ensure it's set to Allow for https://www.1st.money.
Edge
- Go to: Menu > Settings > Site permissions > Camera - Ensure it's set to Allow for https://www.1st.money.
Internet Explorer
Internet Explorer doesn't take portrait photos. Try Chrome, Firefox, or Edge.
Updated: Tue, Oct 19, 2021. Keywords: image, shot, upload, picture. Headings: `How do I get my webcam to work?`, `My webcam is blocked. How do I enable it?`
 

There's no limit to the number of people (unlimited employees, unlimited contractors, etc) in 1st Money.

There are no limits to using our FREE software.

Updated: Wed, Aug 4, 2021. Keywords: most, many, create, much, restrict. Headings: `How many people can I add for free?`, `How many employees can I invite to this before I've got to pay fees?`
 

When you delete an item in 1st Money, it's moved to "Deleted" (like a recycle bin).

To see deleted people:

  1. Go to: Menu > Menu > Deleted > People
  2. Click the person you want.

Or:

  1. Go to: Menu > Org > Reports > People
  2. Click show settings (at the bottom).
  3. Click include deleted:

If you want it back, restore the item by clicking:  Undelete

Note: Only org admins can set these features. To see if you're an "Org admin":

  • Go to: You > Settings > Permissions > Org admin p...
Updated: Fri, Mar 4, 2022. Keywords: trash. Headings: `Where do I find deleted items?`, `Can I get back a deleted item?`, `What happens when I delete something?`
 
 

Editing other people's details is mostly restricted to "Org admins".

Org admins can: invite and edit people, create and edit projects or locations, and edit timesheets.

Note: Only org admins can set these features. To see if you're an "Org admin":

  • Go to: You > Settings > Permissions > Org admin p...

If you're not an "Org admin", you may edit some of your own details, and see some public details of others, but that's all.

To see other people in your org who are "Org admins":

  • Go to: Menu > People > ADM
 

Changing pay related details is restricted to "Payroll admins".

Payroll admins can do all the above, plus: set pay rates, see payroll reports, see tax forms, pay paystubs, and create and edit pay batches.

Note: Only payroll admins can set these features. To see if you're an "Payroll admin":

  • Go to: You > Settings > Permissions > Payroll adm...

To see other people in your org who are "Payroll admins":

  • Go to: Menu > People > PRL
Updated: Sat, Sep 18, 2021. Keywords: update, restrict, security, stop, block. Headings: `Who can change what?`, `Why are the some inputs read only?`, `What can org admins and payroll admins do?`, `What's the difference between org admins and payroll admins?`
 

The target working days is required to estimate an employee's pay and to calculate holiday pay.

To set target working days:

  • Go to: Person > Pay > Pay settings > Target work...
Updated: Sat, Jul 25, 2020. Keywords: time. Headings: `What's target working days for?`, `What if I leave target working days empty?`
 

Permissions

 

To set payroll admin:

  • Go to: Person > Settings > Permissions > Payroll adm...

Notes:

  • Only someone who already has "Payroll Edit" permissions can assign payroll permissions to another person.
  • Your own permissions can't be changed (to prevent lock out).
Updated: Sun, May 16, 2021. Keywords: give, transfer, access. Headings: `What setting lets you see people's pay?`, `Who can edit pay rates?`, `Where do I promote someone to payroll admin?`
 

To allow someone outside your org to see only the hours worked on a specific project (and nothing else), add them as an observer to the project:

  1. Invite them to log in with:

    Go to: Menu > People > Invite person

  2. Add them as observers on projects you'd like to share:

    Go to: Project > People > Add observers

Now, when that outside person logs in, they can only see reports for the projects they're an observer on, and nothing else.

Updated: Tue, Jul 20, 2021. Keywords: restrict, permission. Headings: `How can I limit access to my project's reports?`, `Who can see project reports?`
 

It's easy to add more people as managers, supervisors, and project leaders:

If your name's not in the list, turn on your role as:

  • Manager:

    You > HR > Roles > Turn on as ...

  • Supervisor:

    You > HR > Roles > Turn on as ...

  • Project leader:

    You > HR > Roles > Turn on as ...

Note: Only org admins can set these features. To see if you're an "Org admin":

  • Go to: You > Settings > Permissions > Org admin p...
Updated: Tue, Sep 21, 2021. Keywords: more, show, permission. Headings: `How do I add to the managers, supervisors, and project leaders?How do you get someone to show in the list of managers, supervisors, and project leaders?`, `What are roles?`, `How do I remove an employee as a manager, supervisors, and project leaders?`
 

To "Temporarily block access" (blocks a person from logging in, without deleting them):

  • Go to: Person > Settings > Permissions > Temporarily...

Once set, this person can't log in to your org, until you turn it off again.

All their other settings remain "as is", they just won't have any access.

Updated: Tue, Jul 20, 2021. Keywords: limit, restrict. Headings: `How do I stop an employee from logging in?`, `Do I delete someone if I don't want them to log in?`

© 2020–2022 1st Money Platform (HU) Ventures. All rights reserved.
www.1st.money/help/People/