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      New Client Setup Checklist

      The purpose of this SOP is to outline the standardized process for setting up a new client in isolved, ensuring accuracy, completeness, and compliance throughout the implementation lifecycle — from initial analysis to transition to the Payroll Depart

      Scope

      This procedure applies to all Implementation Specialists responsible for new client setup in isolved, including payroll configuration, data import, benefit setup, employee data entry, testing, and training.

      Responsibilities

      Role Responsibility
      Implementation Specialist Completes all setup steps, ensures system accuracy, and communicates with clients throughout onboarding.
      Auditor Reviews the client setup for accuracy and completeness prior to tax audit or live processing.
      Tax Department Conducts tax audit, sets up BWC codes, verifies jurisdictional accuracy.
      Payroll Specialist Takes over after implementation is completed and approved for transition.

      Procedure

      1. Payroll Analysis

      Objective: Understand client payroll structure, schedules, and service requirements.
      Steps:

      • Review all source documents received from Sales.

      • Schedule a client meeting to confirm payroll needs, frequencies, and special circumstances.

      2. New Client Wizard Setup

      Objective: Complete company-level setup in isolved.
      Steps:

      • Add Company Taxes and Work Locations.

      • Add Legal Services.

      • Add Company Bank Account.

      • Add Client Contact.

      • Add Pay Group(s).

      • Add Earnings, Deductions, and Memos.

      • Add Benefit Types.

      • Configure Billing.

      • Assign Delivery Package.

      3–4. Legal Setup

      Objective: Configure legal entities and related services.
      Steps:

      • Review and enable additional legal services as applicable.

      • Add Account Representatives to Legal Company.

      • Maintain company in Conversion Status until implementation is complete and client is ready to start live payroll.

      5. Bank Account Setup

      Objective: Ensure client banking information is verified and configured.
      Steps:

      • Confirm bank verification and load signatures/logos.

      • Add additional bank accounts if necessary.

      6. Pay Group and Check Options

      Objective: Configure pay schedules and processor assignment.
      Steps:

      • Assign yourself as payroll processor.

      • Review pay date and period-end options.

      • Update check options and impound bank accounts.

      7. Earnings, Deductions, and Memos

      Objective: Set up compensation structure and deductions.
      Steps:

      • Configure all applicable earnings, deductions, and memo codes.

      • Schedule overrides and define calculation parameters.

      • Verify setup for accuracy.

      8. Deferred Compensation

      Objective: Configure retirement plans.
      Steps:

      • If set as a deduction: configure company match and ensure Auto-Enroll is enabled for all employees.

      • If set as a benefit: complete all plan tabs including eligibility, participation, and company match.

      9. Billing Setup

      Objective: Establish client billing structure.
      Steps:

      • Verify and add standard billing items.

      • Add one-time billing items if applicable.

      10–11. Organization & Work Locations

      Objective: Define organizational structure and worksite data.
      Steps:

      • Add organization codes and descriptions.

      • Configure organization groups if needed.

      • Add and verify work locations.

      • Use address finder to confirm geocodes.

      • If isolved Time is used, set minimum wage rule and time zone.

      12. Tax Maintenance

      Objective: Confirm all jurisdictional and tax setup accuracy.
      Steps:

      • Review all tax jurisdictions.

      • Add missing ones as necessary.

      • Update tax statuses and add Tax IDs.

      • Confirm correct tax rates are applied.

      13. Audit Client Shell

      Objective: Another Implementation Specialist will perform initial internal audit
      Steps:

      • Designated Implementation Specialist audits client shell setup for completeness before proceeding.

      14. Self-Service Roles

      Objective: Configure Employee Self-Service (ESS).
      Steps:

      • Add roles per ESS configuration form.

      • Configure report groups and field restrictions.

      • Activate electronic consent (year-end forms, etc.).

      • Verify document access levels for managers and employees.

      15. Workflows

      Objective: Set up automation for approvals and notifications.
      Steps:

      • Add workflows per client requirements.

      • Add client user groups, email templates, routes, and transactions.

      • Link user groups to client users as needed.

      16. Workers’ Compensation

      Objective: Set up state codes and rates.
      Steps:

      • Add codes and rates per state.

      Note: The Tax Team will complete BWC setup during the tax audit process.

      17. Accrual Plan Setup

      Objective: Configure time-off tracking.
      Steps:

      • Add accrual types and plans.

      • Add eligibility rules.

      • Adjust for isolved Time clients if applicable.

      18–21. Organizational Tables, Jobs, and Managers

      Objective: Build organizational hierarchy.
      Steps:

      • Add or update organization tables (change reasons, employment categories/statuses).

      • Add job codes, titles, salary grades, and supervisory status.

      • Assign managers/supervisors under appropriate section (Client Mgmt/Employee Mgmt/Organization).

      22–23. Benefits and Time Setup

      Objective: Configure employee benefit plans and time system.
      Steps:

      • Follow Benefit Checklist for benefit plan setup.

      • Follow Time Checklist for isolved Time setup.

      24–26. Employee Data Import

      Objective: Import all employee-level data.
      Steps:

      • Import employee demographic and employment data.

      • Import deductions, earnings, memos, and benefits.

      • Import direct deposit information.

      27. Employee Management Training

      Objective: Educate client on employee management features.
      Steps:

      • Schedule and complete client training session.

      28. Garnishments

      Objective: Configure employee garnishments.
      Steps:

      • Add garnishment types, calculations, and third-party payments as needed.

      29. Employee Self-Service Activation

      Objective: Enable employee ESS access.
      Steps:

      • Import or key employee email addresses.

      • Activate self-service in isolved for all employees.

      30–31. Prior Quarter YTD and Tax Submission

      Objective: Import and verify historical payroll data.
      Steps:

      • Import prior quarter figures using Prior Balance Import.

      • Balance against tax returns and prior provider reports.

      • Process conversion payroll once balanced.

      • Submit to Tax Team for audit and verification.

      32. Employee Workers’ Compensation

      Objective: Assign codes post-tax audit.
      Steps:

      • Once tax audit is complete, assign workers comp codes if not auto-assigned.

      33. Client Audit

      Objective: Another Implementation Specialist will do a final review of all setup.
      Steps:

      • Have designated Implementation Specialist audit the client and employee setup.

      34. General Ledger

      Objective: Configure accounting integration.
      Steps:

      • Add GL account numbers and labor GL rules if applicable.

      35–36. Training and Data Verification

      Objective: Prepare client for ongoing payroll.
      Steps:

      • Conduct payroll training with client.

      • Have client review Client Profile Report to verify accuracy.

      37. Parallel Payroll

      Objective: Validate system accuracy.
      Steps:

      • Enter test figures and compare against prior provider.

      • Review reports and verify accuracy.

      • Delete figures prior to first live payroll.

      38. First Payroll Processing

      Objective: Support client during first payroll run.
      Steps:

      • Assist client with processing and reviewing reports.

      39–40. Add-On Services and Additional Training

      Objective: Complete all optional setups.
      Steps:

      • Configure onboarding, offboarding, or other add-ons.

      • Schedule and conduct additional trainings as needed.

      41–42. Ongoing Payroll Support

      Objective: Provide continued support.
      Steps:

      • Assist client with second, third, fourth, and fifth payroll runs as needed.

      43. Transition to Payroll

      Objective: Officially hand off client to Payroll Department.

      See the transition Knowledge Base in Hubspot.

      • Meet with Payroll Specialist to discuss services and special notes.

      • Conduct transition meeting with client and Payroll Specialist to complete handoff.


       

      See the Checklist below

      New Client Checklist