Employer PFML Portal

Setting up your Employer PFML Portal takes just a few minutes. Here's how to get your business compliant and organized.

Step-by-Step Setup

1. Create your Navitize account Sign up for a free account if you don't have one. You'll use this same account to access all Navitize products.
2. Switch to Employer Portal From any Navitize dashboard, click the product switcher in the top navigation and select "Employer PFML Portal" (purple theme).
3. Create your organization Enter your business name, industry, and estimated employee count. This creates your company workspace.
4. Choose your subscription tier Select a plan based on your employee count. Start with a free trial to explore all features.
5. Add your employees Enter employee information manually or import from a CSV file. Include names, wages, and hire dates.
6. Calculate your premiums Run your first premium calculation to see exactly what you'll owe for PFML contributions.

Your organization is your company workspace in the Employer Portal. It contains all your employees, calculations, and compliance data.

Creating Your Organization

When you first access the Employer Portal, you'll be prompted to create an organization. Here's what you need:

• Organization name — Your business name (e.g., "ABC Manufacturing LLC")
• Industry — Select from dropdown (Healthcare, Retail, Technology, Manufacturing, etc.)
• Estimated employee count — Approximate number of employees (helps recommend the right subscription tier)

After Creation

Your organization is assigned a unique ID and you become the owner. As owner, you can:

• Invite team members — Add HR staff, payroll managers, or executives
• Set permissions — Control who can view vs. edit information
• Manage billing — Update payment methods and subscription tier
• Transfer ownership — Assign a new owner if needed

Organization Settings

Access organization settings from your dashboard to update:

Multiple Organizations

If you manage PFML for multiple businesses (e.g., you're an HR consultant or manage subsidiary companies), you can create multiple organizations under one account.

• Switch between organizations — Use the organization selector dropdown
• Separate billing — Each organization has its own subscription
• Separate data — Employee rosters and calculations are completely separate

The Employer Dashboard gives you a complete overview of your PFML administration at a glance. It's designed to show you what needs attention and provide quick access to all features.

Dashboard Components

Organization Header

At the top, you'll see:

• Organization name — Your company name
• Subscription tier — Starter, Growth, Business, or Enterprise
• Quick stats — Total employees, active leave count

Key Metrics Cards

Four cards show your most important numbers:

Quick Action Cards

Colorful cards provide one-click access to main features:

Compliance Status Card

A prominent card showing your compliance checklist progress:

• Progress bar — Visual indicator of completed vs. remaining tasks
• Next action — What you should do next to stay compliant
• View checklist button — Jump to the full compliance checklist

Recent Activity Feed

See what's happened recently in your organization:

• New leave requests — Employees who submitted leave requests
• Leave status changes — Approvals, returns to work, etc.
• Employee updates — New hires, wage changes, terminations
• Premium calculations — Recent calculations you've run

Upcoming Leave Calendar

A mini calendar showing scheduled leave for the next 30 days:

• Color-coded by leave type — Easy to see what kind of leave is scheduled
• Employee names — See who's out on which days
• Click for details — Open full leave request details

Your employee roster is the foundation of PFML administration. Accurate employee data ensures correct premium calculations and proper leave tracking.

Your Employee Roster

The Employees page shows a table of all your workers:

Adding Employees

Option 1: Add Individually

Click "Add Employee" and fill in the form:

• Full name — Employee's legal name
• Email address — Work email (used for invitations if you enable employee access)
• Annual salary — Gross annual wages (used for premium calculations)
• Hire date — When they started (affects eligibility)
• Employment status — Active, On Leave, or Terminated

Option 2: Bulk Import (CSV)

For larger teams, import multiple employees at once:

1. Download our template Click "Import Employees" then "Download Template" to get a pre-formatted CSV file.
2. Fill in your data Open the template in Excel or Google Sheets. Add one employee per row with name, email, salary, and hire date.
3. Upload the file Click "Import Employees" and select your completed CSV file.
4. Review and confirm We'll show you a preview of what will be imported. Confirm to add all employees at once.

Editing Employee Information

Click any employee row to open their detail view, then click "Edit" to update:

• Contact information — Update email or add phone number
• Salary — Adjust when compensation changes
• Status — Change from Active to On Leave or Terminated
• Notes — Add internal notes (only visible to admins)

Employee Status Types

Filtering & Searching

Find specific employees quickly:

• Search bar — Search by name or email
• Filter by status — Show only Active, On Leave, or Terminated
• Sort columns — Click column headers to sort by name, salary, hire date, etc.

The Premium Calculator helps you understand exactly what you owe for PFML contributions. Calculate quarterly or annual premiums based on your actual payroll data.

How Minnesota PFML Premiums Work

Using the Calculator

1. Go to Premium Calculator Click "Calculate Premiums" from your dashboard or the sidebar navigation.
2. Select your time period Choose monthly, quarterly, or annual calculation. Quarterly is most common for reporting.
3. Verify employee data The calculator automatically pulls your current employee roster. Review to ensure it's accurate.
4. Click "Calculate Premium" Instantly see your total premium obligation with complete breakdown.

Calculator Preview

Understanding Your Results

Premium Breakdown

Your results include detailed breakdown:

Per-Employee Detail

Click "View Employee Details" to see individual contribution amounts:

• Employee name — Who the contribution is for
• Quarterly wages — Their wages for this period
• Employee deduction — What to withhold from their paycheck
• Employer contribution — What you pay on their behalf

Calculation History

All your past calculations are saved:

• Date run — When you performed the calculation
• Period covered — Which quarter or month
• Employee count — How many employees were included
• Total premium — The calculated amount
• View/Export — Reopen or download the calculation

Exporting Calculations

Generate reports for your payroll provider or accountant:

When employees request PFML leave, you need to track it. The Leave Requests feature helps you see who's on leave, who's returning, and manage workforce coverage.

Viewing Leave Requests

The Leave Requests page shows all employee leave activity:

Leave Request Details

Click any request to see full details:

• Employee information — Name, position, contact info
• Leave type — Bonding, Medical, Family Care, or Safety
• Start and end dates — When leave begins and ends
• Duration — Total weeks/days
• Status — Pending, Approved, Active, Completed, or Denied
• Reason/Notes — Any additional information provided
• Documentation — Attached certifications or forms

Your Role as Employer

Filtering Leave Requests

• By status — Pending, Active, Completed, Denied
• By leave type — Bonding, Medical, Family Care, Safety
• By date range — See leave for specific time periods
• By employee — Search for specific employee's leave history

Leave Calendar View

Toggle to calendar view to see leave visually:

• Color-coded by type — Different colors for each leave type
• See overlaps — Identify when multiple employees are out
• Plan coverage — Know when you need temporary help

The Compliance Checklist guides you through everything you need to do to comply with Minnesota PFML requirements. Work through the list to ensure you're fully prepared.

Your Compliance Tasks

Downloadable Resources

We provide ready-to-use documents to help you comply:

Key Deadlines

Don't manage PFML alone. Invite HR staff, payroll managers, or executives to help administer your organization's PFML compliance.

Team Roles

Inviting Team Members

1. Go to Team Settings Click "Team" in your sidebar or go to Organization Settings > Team Members.
2. Click "Invite Member" Opens the invitation form.
3. Enter their email address They'll receive an invitation at this email.
4. Select their role Choose Admin, Manager, or Viewer based on what they need to do.
5. Send invitation They'll receive an email with a link to join your organization.

Invitation Email Preview

Managing Existing Team Members

View and manage your current team:

• View all members — See everyone with access to your organization
• Change roles — Upgrade or downgrade permissions as needed
• Remove members — Revoke access when someone leaves or no longer needs it
• Resend invitations — Send another invite if the original expired

Generate professional reports for your records, accountant, or payroll provider. Export data in multiple formats for easy integration with your other systems.

Available Reports

Export Options

• PDF — Professional formatted documents for printing or sharing
• Excel (.xlsx) — Spreadsheet format for analysis and editing
• CSV — Simple format that imports into most systems

Scheduled Reports

Premium subscribers can schedule automatic reports:

• Weekly summary — Emailed every Monday morning
• Monthly premium calculation — Automatically generated at month-end
• Quarterly compliance report — Generated before each premium deadline

Choose the plan that fits your business size. All plans include core PFML management features — larger plans support more employees and include advanced capabilities.

Employer Plans

Free Trial

What's Included in All Plans

• Employee roster management — Add, edit, and track all employees
• Premium calculator — Unlimited calculations
• Leave request tracking — See and manage all leave activity
• Compliance checklist — Step-by-step guidance
• Downloadable templates — Notice letters, posters, forms
• Calculation history — Access all past calculations
• Data security — Encrypted, protected employee data

Upgrading or Downgrading

• Upgrade anytime — Move to a larger plan instantly as your business grows
• Downgrade at renewal — Switch to a smaller plan at your next billing date
• Pro-rated pricing — Only pay for what you use when upgrading mid-cycle
• Cancel anytime — No long-term contracts or cancellation fees