Run payroll (Payroll, Monthly Confirmation, Salary Config)

Overview#

Payroll calculates each month's pay from attendance and your salary config, turns it into payslips when you approve, and records payment.

• Calculate Salary computes everyone for the month in one go.
• Check the breakdown on the Calculation / Approval tab and click Approve to create the payslip. A payslip keeps the amounts as they were at approval.
• Approved payslips appear in the employee's app. Once they open one, it shows as Viewed.
• After the transfer, click Pay (or Pay all) to mark payslips as Paid.

Salary config (one-time setup)#

1. Open Settings → Salary Config and click Add Configuration.
2. Enter a Configuration Name and choose Shop, Position and Rank. Fields you leave empty apply to everyone.
3. Choose the Salary Type. For Fixed Salary, enter Base Salary and Avg Monthly Scheduled Hours; the overtime hourly rate is worked out for you. For Hourly, enter the Regular Rate.
4. Add Commute allowance (monthly) and Position Allowance if needed, pick the Effective Date and save.

Each employee gets the active config that matches their shop, position and rank. Employees with no matching config are skipped. A salary or commute allowance set on the member's own profile in Members takes priority.

Company Payroll Settings (top right) holds company-wide rules:

• Earnings/Deductions: allowances and deductions for everyone (name, type, taxable, amount)
• Attendance & Overtime: overtime method, daily overtime threshold, absence deduction hours, scheduled workdays method, and overtime, night and paid-leave multipliers
• Closing & Payday

For position allowance rules, see Incentives and position allowance.

Steps (every month)#

1. Open People & pay → Payroll and pick the month and shop.
2. Click Calculate Salary. The result shows how many succeeded, were skipped or failed.
3. On the Calculation / Approval tab, open each person with the eye icon and check the breakdown.
4. To change an amount, go to Adjustments in the detail, choose the target item, enter the amount and reason, and click Add. Pay is recalculated at once.
5. If everything looks right, click Approve, or Approve all for everyone.
6. On the Payslips tab, click Pay for each person you've paid, or Pay all.

On the screen#

• Total Gross / Total Deductions / Total Net / Pending / Paid: totals for the month shown.
• Check: payslips with negative net pay or zero gross. Pay all skips them.
• Viewed / Not viewed: whether the employee has opened the payslip in the app.
• Logs: who calculated, when, and for which scope.
• Export: downloads the current list as CSV.
• Calculation basis and Overtime hours in the detail: scheduled days, the overtime rule, and daily clock times and overtime.
• Payslip PDFs tab: only for companies set up to hand out PDFs from external payroll software. Upload one file per employee (up to 10MB) and publish it with Upload & publish.

Added to pay automatically#

• Position allowance, calculated from the rule in the salary config.
• Performance-Linked Bonus: amounts confirmed under Manager Performance Bonus.
• Training Completion Bonus → Promotions, ranks and staff development
• Earnings/Deductions from Company Payroll Settings.

Incentives are not added automatically. → Incentives and position allowance

Monthly Confirmation#

People & pay → Monthly Confirmation keeps a submit-and-confirm record per shop, month and type (Salary, Incentive, Allowance, Comprehensive).

1. Click Initialize, enter the Shop ID, Month and Confirmation Type, then click Initialize. A Draft record is created.
2. When the figures are ready, the person in charge clicks Submit (status Submitted).
3. A manager checks them and clicks Confirm.
4. To send it back, click Request Revision, enter the reason and click Submit Revision Request. The record returns to Draft and shows Revision Requested.

FAQ#

• Some people were skipped. They were already calculated or paid for that month, or no salary config matches them. Use Recalculate to redo the month.
• What does Recalculate change? Unpaid records are recalculated with the current settings; paid ones stay as they are. Approved but unpaid records whose amount changes go back to pending approval and their payslip is revoked, so approve them again.
• Do employees confirm or dispute payslips? No. Opening a payslip in the app only marks it as Viewed.
• I don't know the Shop ID for Monthly Confirmation. Shop IDs aren't shown on screen yet. Please contact support.

If you don't see this screen in the side menu, check your plan or your role's permissions.