Getting Started — Setting Up Your Company’s Rippling Account

Setting up Rippling — even for companies with hundreds of employees who are transitioning over from other systems — is designed to be dead simple. We’ve recorded YouTube videos of speed-run setups where we fully set up a 100-employee company — including moving payroll from another system — from start to finish in less than 10 minutes.

We recommend you leave a bit more time, but the larger point — that setting up Rippling is quite simple, and you’ll likely think “That’s it?” to yourself at the end — holds.

Setting up rippling has four basic steps. Once you create you company’s initial account, you’ll see these as a list of setup “To-Dos”, or tasks, at the top of you dashboard:

Your tasks to set up Rippling, after you first create your account.

 

  • Tell Rippling basic information about your company: We’ll need to know your company name, work locations, and departments, among a few other things.
  • Add your employees: You’ll need to tell rippling basic information about your employees before we can invite them into Rippling. At its most basic, you’ll need to tell us email addresses, names, employment types (contractors vs regular employees, full-time vs part-time), manager (even if it’s “no manager”), start date, work location (if not contractor), compensation ($ amount per hour, day , week, month or year) and weekly hours for part-time employees. If you’re not using Rippling for payroll, there is no need to tell us about compensation.
  • Configure onboarding: You can review our template onboarding documents (things like offer letters, IP agreements, and more), or upload and configure your own.
  • Install apps: You’ll then need to install the individual utilities and 3rd party apps you’ll be using with Rippling. For example, if you’re using Rippling for payroll and insurance, you’ll need to “install” the payroll and insurance apps. If you’re using Rippling to manage employee computers, you’ll need to install the hardware app. If you’re using Rippling to manage employee accounts in 3rd party systems like GSuite, Salesforce, Slack, and more, you’ll need to install each of those apps.

Add your basic company info to Rippling

You’ll want to have a few things handy before you start this process:

  • Your business entity type (LLC, S-Corp, C-Corp, etc)
  • Information about how you’re taxed as a company (e.g. we’re an LLC taxed as an S-Corp)
  • Your legal business name.
  • A list of your work locations and office addresses. Tip: If you’re signing up for payroll, you might need the home addresses of remote workers to complete this step.
  • A list of your company departments (or a list of what you’d like your company departments to be). Rippling can accommodate a robust department and sub-department structure that trickles down to all our other features. Creating an awesome department structure will make the most of everything Rippling can offer.

Once you’ve gathered this information, start configuring your company in Rippling. The on-screen dialogue will guide you through when and where you should enter this info.

A note about work locations: Work locations are used both to organize employees (you can configure access to services in Rippling based on work location), but they are particularly critical if you’re using Rippling for payroll. If you’re using Rippling Payroll, work locations determine employees’ taxation and withholding. At minimum, you’ll need a work location in every state in which you have employees — you may need to use employees’ home office addresses for remote employees.

A note about adding departments: Departments are used as an organizing principle throughout Rippling. You’ll use departments to tell us who should get access to certain apps and services (“just the Sales department”), who should be subscribed to different email lists, who should have what software installed on their computer, and more. We’ll preselect a list of basic departments for you. But, it’s worth taking a minute and being thoughtful about this, and thinking through what departments you currently have in your company and might have in the future. The more thoughtful and complete you are with setting up your departments, the more useful Rippling is likely to be to you.

Add your employee info in Rippling

In some cases, Rippling will automatically import your employees’ employment data from your previous system. In that case, we’ll handle this step for you.

We recommend getting a jump on adding employee information as soon as possible as this is the precursor for employee data management. If you’d like, you can add employee information to Rippling without emailing them just yet. We’ll very clearly call out when we’re about to send invitations to your employees to create their accounts in Rippling for the first time.

There are two sets of employee information you can add to Rippling. The first set, with things like email, name, and employment type is required for everyone. The second set, with HR information such as compensation, department, work location, and start date is required if you’re setting up payroll in Rippling, but recommended even if you’re not — because it makes it much easier to use Rippling for IT management if you can create provisioning rules based on information like department.

Quick tip: spreadsheets are easier. Many payroll and HR systems allow you to export employee data in the form of a spreadsheet or CSV file. If you can get a spreadsheet of employee data, Rippling makes it easy to import a CSV file of employee information, which can be much easier than typing it in manually!

The fields below are required for every customer, regardless of the apps they’ll be installing:

  • Email: work or personal email address where we can reach this employee or contractor.
  • First name
  • Last name
  • Employment type: The employee’s employment status with your company for payroll and benefits purposes. Options are:
    • Full Time, Salary
    • Part-Time, Salary
    • Full Time, Hourly
    • Part Time, Hourly
    • Contractor/1099
    • Temp/Intern
  • Manager: Adding managers will automatically build out your company org chart. If you don’t want to provide managers, enter “No Manager” here.

Adding managers to Rippling lets employees browse colleagues via the Rippling Org Chart. If you’re using Rippling’s PTO app, PTO requests are routed to the manager you’ve specified for an employee here.

  • Manager:

The fields below are required for payroll customers:

  • Compensation: Annual Salary or Hourly Rate
    • Per: Year or Hour
  • Overtime classification: Exempt or Non-Exempt from overtime pay
  • Work location: work locations help us determine where an employee should be withholding state taxes. If you’ve got remote workers who don’t travel to your office, you’ll want to put their home address here.
  • Department
  • Title (required when adding life or disability insurance)
  • Start date
  • Termination date: Adding terminated employees to Rippling is optional

The fields below are required for payroll customers, but we can ask your employees for this information (you can also add it yourself if you have it):

  • Date of birth
  • SSN
  • Street Line 1
  • Street Line 2
  • City
  • State
  • Zip
  • Country
  • Phone

Invite your employees to Rippling

Once you upload your census, we’ll ask you to send an email inviting each employee to Rippling. This email contains a unique, secure link where they’ll be able to log into Rippling for the first time.

We recommend doing this as soon as possible. Employees will have a chance to review their personal details and access any apps you’ve finished setting up in Rippling.