This Help covers the implement, enable, activate, start using and settings of pay transparency reporting, management of employee groups, the group data of the employee’s employment as well as mass edit and validation. The instructions and functionalities will be supplemented as the national implementation of the pay transparency directive progresses.
CONTENTS
- Pay transparency reporting settings
- Employee group management
- Reporting logic
- Employee group on employee’s employment
- Mass edit: set employee group
- Validation and warnings
- User rights
- Frequently asked questions
Pay transparency reporting settings
Open the view by selecting Pay > Settings > Payroll settings > Pay transparency reporting settings.
The settings page is divided into two sections: Pay transparency notification in separate report and Employee group management.
Pay transparency notification in separate report
Select whether pay transparency data is reported in a separate report.
Not reported Pay transparency reporting is not in use.
Reported Pay transparency reporting is active. This selection makes employee group management mandatory. The system displays a note: “Employee groups are required to generate the report.”
According to current information, the data on the gender pay gap in accordance with the pay transparency directive will be submitted to the Incomes Register in the employer’s separate report starting from 2027. The reporting range is 1 or 3 years depending on the size of the employer.
Employee group management
Open the view by selecting Pay > Settings > Payroll settings > Pay transparency reporting settings > Employee group management.
Manage in this section the employee groups used in pay transparency reporting.
No groups No groups have been defined yet.
Reported
Open the Employee group management modal by selecting Manage. Here you can create and edit groups.
Add a group by clicking +Add new group. The group name supports text, numbers, special characters and date.
Delete groups in Employee group management with the “Delete” button.
Once you have added groups, they are listed on the settings page and the total number of groups (pcs) is shown on the page.
Utilise the job requirement group in pay transparency reporting. More information on reporting will be added later.
Reporting logic
Once you have activated pay transparency reporting, the system works as follows:
The Employee group information becomes mandatory in the employee’s data. Save the information before the employee’s data can be used in future pay transparency reporting.
Employee group on employee’s employment
Open the view by selecting Pay > Personnel > Employee listing > select employee > Employments tab > select employment.
The Employee group field is visible in employment management only when you have activated pay transparency reporting in Payroll settings.
Employee group
Select from the drop-down list the group to which the employee belongs. The list shows all employee groups created in Payroll settings. The field is mandatory when pay transparency reporting is in use. When you create a new employee, fill in this field as mandatory information.
Mass edit: set employee group
Open the view by selecting Pay > Personnel > Employee listing.
Set the employee group for several employees at once with the mass edit function.
Select the employees from the employee listing.
Open the mass edit function and select Edit employment data > Set employee group.
Select the group that will be set for all selected employees.
Use this function, for example, in situations where you want to update the information of persons belonging to the same group at once.
Validation and warnings
Open the view by selecting Pay > Personnel > Employee listing.
When pay transparency reporting has been activated, the system automatically monitors the completeness of the data. If mandatory employee group information is missing for employees, the employee listing shows a warning notification “Employee group missing”.
Update the missing group information for an individual employee in employment management or for several at once with the mass edit function.
User rights
The features require the payroll accountant role (P-role).
Frequently asked questions
When does the Employee group field become visible in employment management?
The field is visible only if pay transparency reporting has been activated in Pay > Settings > Payroll settings > Pay transparency reporting settings.
What happens if the employee is missing employee group information?
The employee listing shows a warning notification, and the information must be completed before generating the report. Update the information one by one or with the mass edit function.
Can employee groups be edited afterwards?
Yes. Add and edit groups in Payroll settings in the Employee group management modal opened with the Manage button.
Keywords: pay transparency reporting, employee groups, mass edit, validation, employee, employment, separate report
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