4.Personal details
5.Address details
6.Spouse
7.Family members
8.Emergency contacts
4.Personal details
In this section you register your name, birth date, and other basic information.
The personal details entry screen will appear.
① On the right side of the screen, please enter your official name, display name, contact information, and nationality.
*Your name has already been entered by the your HR, but please overwrite it if it is incorrect.
| ITEM | CONTENTS |
| Official name | |
| Last name |
Enter your last name with Kanji or Kana. *Depending on your company settings, the “Allow only first name to be entered” checkbox may be displayed. Please use this option if you do not have a last name. If you have the last name, use it without checking the box. |
| First name |
Enter your first name with Kanji or Kana. If you have the middle name, enter it after your first name. |
| Last name (katakana) | Enter with katakana. |
| First name (katakana) | |
| Last name (English) | Enter with English. |
| First name (English) | |
| Official name proof | Attach proof file as needed. |
| Notes on attached file | Enter any notes for the file as needed. |
| Display name | |
| Display last name |
If you have the “display name” or similar within the company, please enter it here. (Kanji, Kana, and English letter can be used) |
| Display first name | |
| Display last name (katakana) | Enter the display name with katakana. |
| Display first name (katakana) | |
| Display last name (English) | Enter the display name with English. |
| Display first name (English) | |
| Maiden name |
Enter your maiden name as needed. (Kanji and Kana can be used) |
| Maiden name (katakana) | Enter your maiden name with katakana. |
| Maiden name (English) | Enter your maiden name with English. |
| Birth date |
Set that day from the calendar. |
| Gender | Select either Male or Female. |
| Marital status |
Select Married, Never married, Divorced, or Widow/Widower. |
| Personal contact information | |
| Mobile number | Enter the mobile number. |
| Email address | Enter the email address. |
| Phone number | If you have a landline, enter your number. |
| Nationality settings | |
| Nationality/Region |
Select your nationality or region from the list. If the appropriate country or region is not on the list, please select “Other.”. |
| Passport number |
If you select the country or region other than Japan, the input field will appear. Enter the passport number. *Clicking “Visa-related info can be set here” will take you to “My Profile > Personal related > Visas” screen. |
Depending on your company settings, some of the items listed above may be hidden or may only be viewable and not editable.
Items marked with a red asterisk (*) are required fields. Please fill in the optional fields as needed.
② Once you have finished entering the information, click “Save & next.”
A checkmark will appear next to “Personal details” in the menu on the left side of the screen.
Clicking “Back” will take you back to the previous screen. (On this screen, it will take you back to the “Overview” screen.)
Clicking “Quit” will take you back to the dashboard screen.
About “Visa-related info can be set here”
If you select a country other than Japan in the “Nationality/Region” field, a field for entering your passport number will appear.
If you click “Visa-related info can be set here” below that, a screen will appear where you can enter your visa information.
The procedure for entering this information after clicking is as follows.
① Click “Add a new visa.”
② Enter information such as your visa type and visa number. Please attach proof of visa as needed.
| ITEM | CONTENTS |
| Visa type | Select the applicable type from the list. |
| Visa number | Enter alphanumeric characters. |
| Issue date | Select the issue date from the calendar. |
| Visa expiry date | Select the expiry date from the calendar. |
| Permission for other activity | Change to “Yes” if you have permission for other activity. |
| Notes | Enter notes as needed. |
|
Proof of visa (Front side) |
Upload the proof of visa for the front side. (May be hidden or optional) Currently only images, PDF, and Excel files are supported. |
| Notes on attached file | Enter notes for the front side file as needed. |
|
Proof of visa (Back side) |
Upload the proof of visa for the back side. (May be hidden or optional) Currently only images, PDF, and Excel files are supported. |
| Notes on attached file | Enter notes for the back side file as needed. |
③ Click “Submit request.”
Note: Clicking “View all visa types on the immigration Bureau site” will take you to the website of the immigration Bureau.
5.Address details
Enter your address.
① Click “Add new address.”
Clicking “Back” will take you to the previous section (Personal details). Clicking ‘Next’ will take you to the next section, “Spouse.”
Clicking “Quit” will end the onboarding process and return you to the dashboard screen. This behavior applies to all items in the left-hand menu.
② Enter your current address.
| ITEM | CONTENTS | |
| Address type | Select one of the following. | |
| Inhabitant tax address | Inhabitant tax address | |
| Residential address | Current address *This is used when the inhabitant tax address and the current address are different. |
|
| Postal address | Postal address other than the inhabitant address or current address | |
| Start date |
Enter the date you moved to that address. Notes: Date prior to the date of hire cannot be entered. If you moved before your hire date, please enter your hire date. |
|
| End date | Leave blank. | |
| Country | Select the country name. | |
| Postal code |
Enter your postal code. *The address will be displayed once you enter your postal code. (Only Japanese postal code) |
|
| Street address | Enter your street address (and building). | |
|
Street address reading |
Enter your street address (and building) in katakana. | |
|
Street address (English) |
Enter your street address (and building) in English. (If necessary) | |
| Address proof | Due to company regulations, you may be required to attach an image of proof of your registered address (such as a copy of your certificate of residence). In that case, please attach the image by clicking “Choose file.” | |
| Notes on attached file | If you need to add a note about the attached file, please enter it here. | |
③ Click “Save.”
If any fields are not filled in, the message “! このフィールドを入力してください” will appear, as shown below, and you will not be able to complete.
The message will also appear if proof of address is required but has not been attached.
④ Click “Next.”
*If your inhabitant tax address differs from your current address, click “Add new address” to add the other address.
6.Spouse
Enter information about your spouse (wife or husband).
*Family members other than the spouse (children, etc.) are entered in the next section, “Family members.”
A confirmation screen will appear asking whether you have a spouse or not.
■No spouse
① Select “No spouse.”
② Click “Next.” You will proceed to the next menu, “Family members.”
■Have spouse
① Select “Spouse exists.”
② Click “Add spouse details.”
③ Enter information about your spouse.
Depending on your company settings, some fields may be hidden, view-only, or optional.
| ITEM | CONTENTS | |
| Basic information | ||
| Effective from |
Specify the date you added the spouse. Note: Date prior to the date of hire cannot be selected. For spouses from the hire date, please specify the same date as the hire date. |
|
| Relation (Required) |
Select from Spouse, Husband, Wife, or Partner. |
|
| Spouse last name (Required) |
Enter with kanji or katakana. *Depending on your company settings, the “Allow only first name to be entered” checkbox may be displayed. Please use this option if she/he does not have a last name. If she/he has the last name, use it without checking the box. |
|
|
Spouse first name (Required) |
Enter with kanji or katakana. If she/he has the middle name, enter it after the first name. |
|
| Last name (katakana) (Required) | Enter with katakana. | |
| First name (katakana) (Required) | ||
| Birth date (Required) | Select the date from the calendar. | |
| Gender (Required) | Select either Male or Female. | |
| Non resident |
Select either No or Yes. If you select “Yes,” a field for entering an overseas address field will appear. The “Living together” field will be hidden. |
|
| Living together |
Select either No or Yes. If you select “No,” the address input field will appear. |
|
| Proof of identity | Upload the proof file as needed. | |
| Notes on attached file | Enter notes for the attached file as needed. | |
| Visa related | ||
| Visa type |
If your spouse has it, please set it up. Select the applicable type from the list. |
|
| Visa number | Enter alphanumeric characters. | |
| Visa expiry date | Select the expiry date from the calendar. | |
| My Number Tax ID | ||
| My Number Tax ID |
This field will appear when you select “Yes” for “Social insurance dependent?” in the lower section. Enter her/his 12-digit My Number Tax ID in numerals. |
|
| Social insurance settings | ||
| Social insurance dependent? | If she/he qualifies as a dependent under your social insurance, select “Yes.” | |
| National basic pension number | This field will appear when you select “Yes” for “Social insurance dependent?”. Enter the number as needed. | |
| Other national pension number |
This field will appear when you select “Yes” for “Social insurance dependent?”. If she/he has a number other than the basic pension number, please enter it as needed. |
|
| Occupation |
This field will appear when you select “Yes” for “Social insurance dependent?”. |
|
| Tax settings | ||
| Tax deduction eligible? | For tax deductions, select “Yes” if she/he qualifies as your dependent. | |
| Spouse eligible for salary monthly tax deductions |
This will appear if you select “Tax deduction eligible?: Yes” in the upper item. Select either “No” or “Yes.” For more details, please refer to the link at the end of this section titled “Regarding a spouse as a ‘Spouse eligible for salary monthly tax deductions’ .” |
|
| Total headcount | This reflects the total number of tax dependents, based on the selections made for the upper item and the disability deduction. | |
| Disability exemption |
Please select if applicable. Depending on the conditions, there are categories you can select and categories you cannot select. |
|
| Special disability |
This applies to spouse (or dependent) who are specially disabled and do not live with you or a relative with whom you share a household. (e.g.) Specially disabled persons living in welfare facilities |
|
| Living together, special disability | This applies to spouse (or dependent) who are specially disabled and live with you or a relative with whom you share a household. | |
|
If you select the disability exemption, a field for entering the disability handbook type may appear. Please enter the information as needed. | ||
| Income settings | ||
| Taxable income |
This “Income settings” field will appear if you select a dependent for social insurance or a tax deduction. Click “Change income” and enter the income and expenses for the relevant income type. |
|
Notes: If you select “Tax deduction eligible?: Yes” under “Tax settings,” “Spouse eligible for salary monthly tax deductions” will be displayed.
For more details, please refer to “Regarding a spouse as a ‘Spouse eligible for salary monthly tax deductions’.”
④ Once you have finished entering the information, click “Save.”
⑤ Click “Next.”
7.Family members
Register family members other than your spouse (wife, husband, or partner).
■No family members
■Have family members
■No family members
Click “Next” to proceed to “Emergency contacts.”
■Have family members
① Click “Submit a new family member.”
② Enter information about your family member.
Depending on your company settings, some fields may be hidden, view-only, or optional.
| ITEM | CONTENTS | |
| Basic information | ||
| Effective from | Specify the date you added the family member. Note: Date prior to the date of hire cannot be selected. For family members from the hire date, please specify the same date as the hire date. |
|
| Relation (Required) | Select your relationship to you. | |
| Family member last name (Required) |
Enter with kanji or katakana. *Depending on your company settings, the “Allow only first name to be entered” checkbox may be displayed. Please use this option if she/he does not have a last name. If she/he has the last name, use it without checking the box. |
|
| Family member first name (Required) |
Enter with kanji or katakana. If she/he has the middle name, enter it after the first name. |
|
| Last name (katakana) (Required) | Enter with katakana. | |
| First name (katakana) (Required) | ||
| Birth date (Required) | Select the date from the calendar. | |
| Gender (Required) | Select either Male or Female. | |
| Non resident |
Select either No or Yes. If you select “Yes,” a field for entering an overseas address field will appear. The “Living together” field will be hidden. |
|
| Living together |
Select either No or Yes. If you select “No,” the address input field will appear. |
|
| Proof of identify | Upload the proof file as needed. | |
| Notes on attached file | Enter notes for the attached file as needed. | |
| Visa related | ||
| Visa type |
If your family member has it, please set it up. Select the applicable type from the list. |
|
| Visa number | Enter alphanumeric characters. | |
| Visa expiry date | Select the expiry date from the calendar. | |
| My Number Tax ID | ||
| My Number Tax ID |
This field will appear when you select “Yes” for “Social insurance dependent?” in the lower section. Enter her/his 12-digit My Number Tax ID in numerals. |
|
| Social insurance settings | ||
| Social insurance dependent? | If she/he qualifies as a dependent under your social insurance, select “Yes.” | |
| Occupation |
This field will appear when you select “Yes” for “Social insurance dependent?”. |
|
| Tax settings | ||
| Tax deduction eligible? | For tax deductions, select “Yes” if she/he qualifies as your dependent. | |
| Total headcount | This reflects the total number of tax dependents, based on the selections made for the upper item and the disability deduction. | |
| Disability exemption |
Please select if applicable. Depending on the conditions, there are categories you can select and categories you cannot select. |
|
| Special disability |
This applies to dependent (or spouse) who are specially disabled and do not live with you or a relative with whom you share a household. (e.g.) Specially disabled persons living in welfare facilities |
|
| Living together, special disability | This applies to dependent (or spouse) who are specially disabled and live with you or a relative with whom you share a household. | |
|
If you select the disability exemption, a field for entering the disability handbook type may appear. Please enter the information as needed. | ||
| Income settings | ||
| Taxable income |
This “Income settings” field will appear if you select a dependent for social insurance or a tax deduction. Click “Change income” and enter the income and expenses for the relevant income type. |
|
③ Once you have finished entering the information, click “Save.”
④ Click “Next.”
*To register another family member, click “Submit a new family member” and register the next family member.
8.Emergency contacts
Register your emergency contacts.
*Depending on your company settings, this section may be hidden. If it is hidden, please proceed to the next section, “Work history.”
① Click “Add a new emergency contact.”
① Click "Add a new emergency contact."
② Enter each emergency contact’s information.
| ITEM | CONTENTS |
| Last name (Required) | Enter with kanji or katakana. |
| First name (Required) |
Enter with kanji or katakana. If she/he has the middle name, enter it after the first name. |
| Last name (katakana) (Required) | Enter with katakana. |
| First name (katakana) (Required) | |
| Relation | Select your relationship to you. |
| Mobile Number |
Numbers and hyphens are valid. Note: You will be required to enter the mobile number or email address in the bottom row. If he/she does not have either mobile phone or an email address, enter here the same phone number as in the bottom row. |
| Email Address | Enter his/her email address. You must enter “@” to complete the form. |
| Phone Number | Enter the phone number other than the mobile number. |
| Address | Enter his/her address. |
| Notes | Enter notes as needed. |
③ Click “Save.”
④ Click “Next.”
*To register additional emergency contacts, click “Add a new emergency contact” to register them.
・Next "③Work history, education records, certifications". Click here.
If you do not need to fill in each item in ③, please proceed to the following.
"④Commute allowance, bank accounts, social insurance, income tax, unemployment insurance". Click here.
・Click here for the Japanese version of this manual.
オンボーディングの入力 ②本人・家族の基本情報