Payroll

What it does

Payroll turns each employee's recorded work shifts into an estimated pay amount for a chosen month. You set how each person is paid — a fixed monthly salary, a flat amount per shift, or an hourly rate — and the system does the math for you, including any adjustments for lateness, early leaving, or long breaks that your organization has set up.

Getting started

1. Open the Payroll page (under Staff) to set up how each employee is paid.
2. For each person, choose a pay type — Monthly, Per Shift, or Per Hour — and enter the rate amount. If someone is paid monthly but works part-time, also set their share of full-time hours.
3. To see calculated pay, go to Staff → Reports and open the Payroll tab.
4. Pick a month from the calendar button and confirm — the table fills in with each employee's hours, any deductions, and their final pay for that month.

Key things to know

• Pay is calculated only from time actually recorded through work shifts — it doesn't look at anything before your organization started tracking shifts, and shifts nobody ever closed properly don't count toward paid hours.
• An hourly rate is multiplied by the net hours worked that month (breaks and other unpaid time are already excluded). A per-shift rate is multiplied by the number of completed shifts. A monthly rate is paid in full regardless of hours, adjusted by the part-time share you set for that person.
• If your organization tracks working hours per day, arriving late or leaving early can add a deduction, and taking longer breaks than allowed can add a further deduction. Time worked beyond closing hours is paid as overtime at a higher rate.
• The Payroll tab shows a summary of shifts, hours, overtime, any deductions, gross pay, and final net pay for each person, plus totals for the whole team.
• Only people with the right access can set pay rates or see the calculated figures — regular staff don't see this page.
• Nothing here is saved as a finalized payroll run — every time you open a month, the figures are freshly recalculated from the underlying shift data.

FAQ

Q: What's the difference between hourly, per-shift, and monthly pay?
A: Hourly pay multiplies the hours someone actually worked by their rate. Per-shift pay pays a flat amount for each completed shift, regardless of length. Monthly pay is a fixed salary that doesn't change with hours worked, though it can be scaled down for part-time staff.

Q: What does the part-time share (FTE) field mean?
A: It only applies to monthly pay. Set it to 1.0 for a full-time employee and a smaller number — like 0.5 for half-time — for someone who works fewer hours than a full-time role. Their monthly salary is multiplied by that number.

Q: Why is an employee's pay lower than expected?
A: Check the deductions shown in the report — they usually come from late arrivals, early departures, or breaks that ran longer than your organization allows. If none of those apply, double-check that all their shifts for the month were properly closed.

Q: Does the payroll figure include overtime?
A: Yes. Time worked past the day's normal closing hours is calculated separately as overtime and paid at a higher rate, then added to the total.

Q: Can regular staff see their own pay calculation?
A: No. Only people given access to payroll can view rates or calculated pay — this page isn't visible to staff without that access.

Q: Can I change the month I'm looking at?
A: Yes — use the month picker at the top of the Payroll tab, choose a different month and year, and confirm to reload the figures for that period.