How to Set Up and Manage Pay Schedules #

This guide walks you through setting up your company’s pay periods and pay days. Premium customers can also create and manage multiple pay schedules.

What Is a Pay Schedule? #

A pay schedule determines:

• Pay Period – the dates an employee works (ex: Sunday–Saturday).
• Pay Day – the date they get paid for that period (ex: next Thursday).

Example:
If employees work Sunday → Saturday and are paid the following Thursday, then:

• Pay Period: Sunday–Saturday
• Pay Day: Next Thursday

How to Set Up or Edit a Pay Schedule #

Go to Pay Schedule Settings #

1. Click Settings on the left menu
2. Click Company Settings
3. Select Pay Schedule

Edit an Existing Pay Schedule #

1. Click the pay schedule you want to edit
2. Update the following settings:

Pay Schedule Name #

• Can stay as Default Pay Schedule, or
• Rename for clarity (ex: Weekly, Bi-Weekly, Office Staff, Warehouse Staff)

Pay Frequency #

Choose how often employees are paid:

• Weekly
• Bi-weekly
• Semi-monthly
• Monthly
• Quarterly

Weekly Start Day #

Select the day the work week begins (commonly Sunday).

Weekly Check Day (Pay Day) #

Choose when employees are paid:

• Usually after the pay period ends (recommended)
• Choose a weekday that gives you enough time to review and approve timesheets

Example:
Pay period = Sunday–Saturday
Pay day = Friday (six days after the period ends)

Pay During Pay Period (Optional) #

Not recommended for hourly staff, since hours worked are not yet finalized.

Start Date #

Select the first date this schedule should begin (from the calendar provided).

How to Add an Additional Pay Schedule (Premium Feature) #

1. Click the New Pay Schedule button (top right)
2. Name the schedule (ex: Bi-Weekly)
3. Choose Pay Frequency (ex: bi-weekly)
4. Select:

– Work week start day
– Pay day (ex: paid on the 3rd Friday after the start)

1. Choose the first start date
2. Click Submit

You now have multiple active pay schedules.

How to Assign Employees to Pay Schedules #

1. Click Manage Employee Schedules (top of the page)
2. Select an employee
3. Move them to the correct pay schedule

– Example: Office workers → Weekly
– Warehouse workers → Bi-weekly

1. Click OK to save

You can have more than two schedules if needed.

Processing Payroll With Multiple Pay Schedules #

When you go to Payroll:

• Use the Pay Schedule dropdown at the top
• Select the schedule you want to process (ex: Weekly or Bi-Weekly)
• The employee list updates automatically to show only employees assigned to that schedule

FAQ #

What’s the difference between a pay period and a pay day? #

• Pay Period: When the employee works
• Pay Day: When they receive their pay for that period

Can I pay employees during the pay period? #

Yes, but not recommended for hourly employees since you may not yet know final hours.

Can I have more than two pay schedules? #

Yes. Premium customers can create as many as needed.

Do I need to manually switch schedules during payroll? #

Yes. Use the Pay Schedule dropdown at the top of the Payroll page.

What if I move an employee to a new schedule? #

They will follow the new pay period and pay day starting from the schedule’s selected start date.