Dear customer,
You are soon about to introduce IncaMail in your company.
In this document you will find helpful templates and tips which will help ensure IncaMail is introduced as
smoothly as possible for your employees. They are based on positive experiences of many companies which,
by proceeding carefully, managed to make the use and acceptance of IncaMail very successful from the
beginning. Of course the framework conditions differ from company to company. Generally the use of
IncaMail is received entirely positively – irrespective of the branch of industry, the types of professions and
also the age of the employees.
A well planned introduction is worthwhile. After all, based on experience it guarantees a high number of users
from the beginning and prevents additional work being required for activities to generate recipients
afterwards. We recommend that you adapt the following instructions according to your individual possibilities
and optimise the activity grid as well as the templates precisely according to your specific requirements.
Here it needs to be taken into account that today more than 80% of the population use the internet several
times a week and that this figure is still almost at 70% even among the age group of 60 – 69 year olds.
Assuming that the majority of employees in your company have a private e-mail address, we have identified
two factors with a significant effect on the willingness to use:
1. Simplicity of registration
Our experiences show that it is not the acceptance but rather the convenience which represents the
biggest obstacle with regard to the registration process. The employees want to register with as little
complication as possible and also be able to open and read the message without a lot of instructions.
2. Limitation of choice
As a rule, companies do not want to force their employees to use the digital mailing route. Ideally, though,
electronic receipt will be introduced as the new standard for sending wage data without an active choice
being offered. In fact, employees should be asked to get in touch for support if the introduction of IncaMail
should represent a problem for them.
Tip: Consider what could be a good opportunity for uncomplicated indication of the necessary e-mail address.
If necessary, it is a good idea to have a daily or weekly coordination meeting where the supervisor or team
leader determines the consent and the e-mail addresses of the employees.
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Procedure when launching IncaMail
Step 1 – Clarification of facts about IncaMail
Knowledge and information create trust and transparency. So ideally you will inform the employees shortly
beforehand about the significance and the advantages of the future use of IncaMail for sending pay slips. This
moment is generally also a good opportunity to generate the addresses of your employees. → Template A
Tip: Generate additional goodwill for the use of IncaMail by offering the employees a reward for their willingness
to cooperate.
This can be a thank-you in the form of a small gift. Possible examples: Voucher for the canteen, apple with
message “Thank you for helping the environment.” etc.
Of course raffles of more valuable non-cash prizes are also a possibility. The cases we know show, however, that
these actions generally only have a supportive effect and do not ensure any guaranteed successes.
An alternative or a useful addition to an incentive is if the supervisors motivate the employees. Suggest to your
managers that they personally persuade their team to opt for IncaMail in the interest of the company. Based on
experience, this measure is successful.
Step 2 – Determination of the private e-mail address
The next step is to determine the private e-mail address of your employees and obtain their consent to receive
pay slips via IncaMail in the future. If the introduction of IncaMail has not already been announced beforehand,
it is also a good idea to provide brief information about the use and the advantages (see Step 1). Also offer
help to employees who do not yet have a private e-mail address. → Template B
Basically the pay slips can also be sent to the employee’s business e-mail address, of course, if this does not
lead to any problems for the privacy of your employees. In this case it is not necessary to determine the private
e-mail addresses.
Tip: Based on previous experiences, we recommend using paper for determining the e-mail addresses – via
internal mail or as an attachment to the pay slip. This method enables a quick and uncomplicated reply in
particular for employees without direct mail access at the workplace.
As a useful aid we will provide you with a completed template of a card for address generation. → Sample in the
attachment
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Step 3 - Registration for IncaMail
After registering to electronically receive wage documents, we recommend sending the employees a thankyou mail and asking them to register for IncaMail. Essentially the one-off, free of charge registration can also
be carried out upon first receipt. Registering in advance is recommended for several reasons, however. →
Template C
Tip: Combine Step 3 and 4 into one piece of information.
Step 4 – Instructions for viewing the pay slip
Ideally the instructions for viewing the pay slip are not given until after the willingness to participate has been
declared. If necessary this should also be in paper form which can be picked up during initial use or
alternatively as a PDF attachment in an unencrypted e-mail shortly before the first pay slip is sent via IncaMail.
→ Template D
Tip: If possible, a live demonstration of the viewing process is ideal. With this opportunity the questions and
uncertainties can be cleared up immediately and precisely and the employees can also try out the procedure right
away themselves if necessary. Ideally here you should also integrate Step 3 into the live demonstration
immediately.
If you have any questions with regard to these points or need support, we will be happy to help if you send an
e-mail to incamail.ch@post.ch.
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Template A – Template text for IncaMail information
For security reasons and to protect the privacy of the employee, sensitive documents such as pay slips could
not be sent via e-mail previously. With IncaMail, the secure electronic delivery of these confidential documents
is possible, however. This enables our company to make the regular dispatch of wage documents simpler,
faster and much more efficient.
IncaMail is a service of Swiss Post for securely sending confidential e-mails. Unlike normal e-mails, messages
sent via IncaMail are encrypted, cannot be viewed by third parties and are guaranteed to be unchanged. It is
also ensured that the e-mail is delivered verifiably to the right recipient.
With your willingness to use IncaMail for receiving wage documents, you are actively supporting the efforts of
our company to protect the environment and to ensure sustainable economic development.
By making the switch you are helping to:
- save energy and material (printing, paper, delivery)
- lower material and delivery costs
- relieve the burden on colleagues from the human resources department.
If you need help, you can reach the IncaMail support team during business hours:
 8:00 am – 12:00 pm / 1:00 pm – 5:00 pm under tel. no. +41 848 77 66 55 (Swiss local rate)
 send an e-mail with your concern to: helpdesk@swisssign.com
 consult the help page at: https://www.swisspost.ch/incamail-support
You will find more information on IncaMail at www.swisspost.ch/incamail
IncaMail is as easy as a normal e-mail and is free of charge for you as a recipient.
Overview of the advantages of IncaMail
Secure and encrypted
Transfer of your wage documents via IncaMail is
encrypted and protected against unauthorised viewing
by third parties.
Quickly available
You receive your wage documents a few minutes after
they are sent by your employer. And here it does not
matter where you are.
Available at any time and anywhere
Thanks to the delivery to your e-mail address, you can
view the pay slip at any time and anywhere. Whether
on a desktop computer, laptop, smartphone or tablet.
Makes environmental sense
Electronic delivery is environmentally friendly because
it is possible to save on the otherwise needed
resources for paper, printing and transport.
Electronically archivable
You can save the pay slips easily and transfer them to
your existing online archive.
Reply free of charge and securely
There are no costs connected with receiving your
documents. You can even send the human resources
department a free reply via a secure IncaMail.
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Template B – Determination of e-mail addresses
((Firmenlogo))
Form for determining the private e-mail addresses
Thank you for choosing to send your wage documents electronically via secure IncaMail in the future. This
means that you are helping to protect the environment and save on unnecessary material costs.
Please fill in the information in block capitals.
Surname
First name
Department
I want to have my pay slips sent to my private e-mail address in the future.
Please tick as appropriate:
Private e-mail address*
I do not have an e-mail address
We will contact you and look for a solution together.
* Please do not indicate a business e-mail address so we can send you the wage documents
while protecting your privacy as best as possible, including if you leave the company.
Place/date:
Signature:
Please send this form back by internal mail for the attention of the human resources department, Joe Public.
Thank you.
Tip: Try to avoid information which the employee has to look up (e.g. staff number). If unique identification
characteristics are necessary on account of a high number of employees and the associated risk of confusion,
however, check alternatives such as department, name of supervisor, etc. or inform the employees where they can
easily find the necessary information (e.g. You will find the details of your staff number…..).
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Template C – Registration for IncaMail
How you register for IncaMail
To be able to enjoy the advantages of IncaMail, a one-off, free of charge registration is required. It is best if
you register right away with your desired e-mail address.
Are you already registered for IncaMail? For how to access a pay slip go directly to section D.
1.
Log on to the Internet and go to the site
www.incamail.com.
2
Opening IncaMail account
Click on “create account”.
For IncaMail users from Switzerland:
Owners of a SuisseID or another accepted
login (e.g. Canton of Geneva, Login Swiss Post)
can register by clicking on “Other logins” and
the corresponding selection.
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3.
Opening account
Fill in the mandatory fields indicated with *
completely.
If all the information is complete, click on
“create account”
Password strength:
The account cannot be opened until the
password has been rated as "good" (see green
bar in fig.).
4.
E-mail confirmation
After successfully completing step 3 you are
asked to enter the activation code.
This code was sent to you in the meantime to
the e-mail address you indicated.
Enter this code in the corresponding field,
accept the GTC and click on "Confirm".
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You receive confirmation that you are
successfully registered for IncaMail.
To read your pay slip, click on “Log off” and
continue to section D.
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D
How you open and save your pay slip
You will now receive the pay slip from your human resources department via IncaMail. After registration (see
section C) you can view your pay slip as follows:
1.
IncaMail message in the inbox
In your inbox you will find an IncaMail message
which contains your pay slip (e.g. in gmail,
gmx, bluewin, etc.)
You can recognise the IncaMail message by
the description “(Secured by IncaMail)” in the
subject of the e-mail.
Open the e-mail.
Do not delete the e-mail before you have
saved or sent your pay slip (see item 5).
Without the e-mail you can no longer access
your pay slip!
2.
Opening IncaMail message
Open the attachment "IncaMail.html".
Follow the instructions on your screen until you
come to the picture in step 3.
Under “Hilfe/Aide/Guida/Help” you will find a
video showing how an IncaMail is opened and
also further information.
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3
Opening
To be able to read the message, click on
“Open”. You will then be taken to the login
page.
If this step does not work, please save the
attachment “IncaMail.html” first and open this
afterwards.
4.
Logging in
Enter your password which you determined in
section C, step 3 and click on “Log in”.
5.
Displaying pay slip
Open the attachment with your pay slip (red
ring).
With the “save” symbol (see red square) you
have access to save options for the IncaMail
message.
You can also forward the secure IncaMail with
a normal e-mail. Please note that the pay slip is
not encrypted when forwarded as a normal email and you send it at your own responsibility.
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D
How you can also use IncaMail with mobile devices
You can also open your IncaMail message with mobile devices. You need to proceed as follows here.
1.
Installing IncaMail app
Go to the App Store of Apple or the Play Store
of Android and install the IncaMail app
(without the app, opening does not work).
Direct links to the apps:
Apple iOS:
https://www.swisspost.ch/incamail-ios
Android:
http://www.swisspost.ch/incamail-android
Example picture of Apple App Store
2.
IncaMail message in the inbox
Go to your mail inbox on your device. You will
find the IncaMail message which is described
with “(Secured by IncaMail)” in the subject.
Open the e-mail and go to step 3.
Do not delete the IncaMail message before
you have saved or sent your pay slip (see
item 5).
Without the IncaMail message you can no
longer access your pay slip!
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3.
Opening IncaMail message
iOS: Open the attachment "IncaMail.html" by
clicking on the attachment and keeping it
pressed.
Android: Click on the attachment
“IncaMail.html”
Under “Help” you will find a video showing
how an IncaMail is opened and also further
information.
Select the IncaMail app in the context menu to
open the attachment.
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4.
Logging into IncaMail
Enter your password which you determined in
section C, step 3 and click on “Log in”.
You can save your login data under “Menu”
and then “Account” in the app. This means it is
not necessary to enter your password in the
future.
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5.
Displaying pay slip
Click on the attachment with your pay slip (red
ring).
You can also forward the secure IncaMail with
a normal e-mail. Please note that the pay slip is
not encrypted when forwarded as a normal email and you send it at your own responsibility.
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Sample of a card for address generation
The required number of A5 cards for the generation of addresses with your employees can be ordered here.
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