Halo Employer · Resource guide
Changes and support
Employee details and childcare arrangements can change over time. This guide explains the updates you can make in the Halo employer portal, what happens next and when you also need to update payroll.
Resource guide
Changes and support
Employee details and childcare arrangements can change over time. This guide explains the updates you can make in the Halo employer portal, what happens next and when you also need to update payroll.
When an employee’s salary changes
Keep the employee's salary in Halo up to date so their arrangement continues to use the correct salary information.
- Open Employees and select the employee.
- Select the edit icon beside Salary Level.
- Enter the new annual salary and the date it takes effect.
- Save the change.
- Make the corresponding salary change in your payroll software from the same effective date.
Check that the employee's revised salary, after their Halo contribution and any other deductions, remains above the applicable National Minimum Wage or National Living Wage.
When the nursery fee or monthly contribution changes
A fee change can be started by either the employer or the nursery. Do not apply the new contribution through payroll until the change has completed the required approval process.
If you update the fee
- Open Arrangements and select the relevant arrangement.
- Choose Edit.
- Enter the new nursery fee and monthly Halo contribution.
- Check the other arrangement details and save the change.
The revised arrangement must then be approved again by the employer and nursery, and the employee must sign a new contract addendum.
If the nursery proposes a fee change
Halo will email you when the nursery proposes a new monthly fee.
- Confirm the proposed amount and effective date with the employee.
- Open the arrangement in your employer portal.
- Review the nursery's proposed fee, effective date and reason.
- Choose Accept New Fee or Reject.
If you accept the proposal, the nursery will be notified and the employee will be asked to sign a new contract addendum.
Continue using the existing contribution until the revised arrangement is fully approved. Once the change becomes active, update payroll from the confirmed effective date and check that future nursery invoices match the new monthly contribution.
When an employee leaves the company
- Open Employees and select the employee.
- Choose Mark as No Longer at Company.
- Enter the reason and effective date, then confirm the change.
- Open Arrangements and confirm that the employee's arrangement has been cancelled. If a separate cancellation is required, select the arrangement, choose Cancel Arrangement and enter the reason.
- Stop the Halo contribution in payroll from the appropriate pay period and complete any final nursery payment due.
The employee's portal access and benefits will be deactivated. Halo will notify the employee and nursery by email.
Updating company or billing details
Open Settings, then select Company to review and update your:
- company details;
- bank and billing information;
- Direct Debit details; and
- payroll settings.
Keep this information current so Halo uses the correct details for billing, fee collection and payroll scheduling.
Adding a team member
Open Settings and select Team. Enter your colleague's email address, add their name if required and choose their access level:
- Member — can view arrangement progress but cannot access pay data, billing or settings.
- Admin — has full access to billing, employees, settings and team management.
Select Send Invitation. Invitations expire after seven days.
Before confirming a change
Check before you confirm
Getting help
If you are unsure how to make a change, or the change cannot be completed in the portal, contact Halo before updating payroll.
Include the employee's name, arrangement reference, change required and proposed effective date so the team can help you quickly.