Capture employee master data digitally, without paper questionnaires
Your clients report new hires directly from 5F, using the online employee questionnaire from our partner Fastdocs. The new employee enters their own details, and your firm then receives the finished import file for the payroll software.
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Paper employee questionnaires with incomplete or illegible details
For every new hire, the employee questionnaire collects the details needed for payroll. On paper, the tax identification number is routinely missing, the health insurance fund is entered as ‘AOK’ instead of ‘AOK Bayern’, and the social security number is confused with the health insurance membership number. If the form comes back handwritten, some details cannot be read reliably, and data entry starts with a query to the client.
5F replaces this process with an online form that the client and the new employee complete one after the other.
How 5F Payroll Data captures employee master data
Each case starts with a partner link: a tile that you display on the dashboard of selected client contacts. From there, the process moves to the Fastdocs employer portal and then back to your firm.
Create and share the partner link
In the organisation settings, you create a partner link to Fastdocs and select the client contacts who should see it. Once published, the tile appears on their dashboard. You can also share it with many contacts at once via the address book.
The client reports the new hire
Your client opens the partner link, selects the appropriate type of employment in the employer portal and enters the employer's details. An email confirms the submission and explains the next steps.
The new employee enters their details
They receive an email with the link to the form and enter their details on a smartphone, tablet or PC, including their tax identification number and social security number. The completed employee questionnaire is sent as a PDF to the employer, who signs it and returns it to your firm together with the employment contract.
Your firm adds its details and completes the case
In the Payroll area, your staff add themselves to the registration and enter the firm's details in the data room, such as the client, personnel and adviser numbers. As soon as the client, the employee and the firm have entered their data, the import file for the payroll software and the PDF documentation are available in the document filing area. Completing the payroll registration closes the data room.
What would digital payroll registration look like for your clients?
In 45 minutes, we show you the module in action. You can then start the trial straight away if you wish.
Benefits at a glance
What 5F Payroll Data does for you
- Legible details from the startThe client and the new employee type in their own details on a smartphone, tablet or PC.
- Fewer queriesThe portal guides users through data entry and offers help with exactly the details that are routinely missing on paper.
- Import file instead of retypingOnce data capture is complete, the import file for your payroll software and the PDF documentation are ready in the data room.
- A single entry point for clientsYour clients start each new hire from the tile on their 5F dashboard, instead of having to remember yet another separate system with its own login.
- Progress at a glanceFor each registration, the Payroll area shows whether the client, the employee and the firm have entered their data, sorted into new, in progress and completed.
- No licence needed for clientsYour clients and their new employees take part as external parties, without a licence of their own.
What is a digital employee questionnaire?
The employee questionnaire captures the details needed to register a new employee for payroll. These include master data, tax identification number, social security number, health insurance fund and the key terms of employment. In the digital version, the employer and the employee complete an online form instead of printing a paper form and filling it in by hand. The result is a data record that can be imported into payroll software, and documentation for the personnel file.
Paper questionnaire or digital capture
| Merkmal | Conventional employee questionnaire | Capture with 5F Payroll Data |
|---|---|---|
| Completion | Paper form, handwritten | Online form on a PC, tablet or smartphone |
| Completeness | Missing fields are only noticed at the firm | The portal guides users through the required details |
| Legibility | Handwriting has to be deciphered | Typed details |
| Route to the firm | Post, scan or email attachment | The case runs in the platform's data room |
| Transfer to payroll software | Manual retyping | Import file for DATEV LODAS and Lohn und Gehalt |
| Filing | Paper file or local folder | Document filing in the employee's data room |
Häufige Fragen
Data is captured in the online personnel questionnaire of our partner Fastdocs, which users reach via the partner link in 5F. The completed import file and the PDF documentation are then stored in 5F in the new employee's data room, and therefore in German data centres. Processing within the questionnaire is subject to Fastdocs' privacy policy.
Yes. Your client starts the report via the tile on their 5F dashboard and needs their platform access to do so. This does not incur any licence costs, as clients work in 5F free of charge as external participants. The new employee does not need an account and receives the form link by email.
5F Lohn is an annual fee added to your licence, regardless of how many of your firm's staff work in payroll and how many new hires your clients report. The exact fee is set out in your quote.
See 5F Payroll Data in action
In a short online demo, we show you the module in action and discuss your requirements.
- After the online demo, you can try 5F free of charge for 30 days.