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Manage your team's pay
Manage your team's pay
In this guide, you'll learn how to set up payroll for your team and use pay runs to manage and complete payments to team members efficiently.
Paying your team members
If you are enrolled in our Team Plan Subscription, you will have access to create and schedule pay runs for your team members.
Before using payroll, you'll need set up Wages & overtime, where you can set hourly earnings and overtime rates for team members in their profiles. You can also pay out any Commissions and tips that have been enabled for team members.
Enable pay runs for a team member
- Open a Team member’s profile.
- In the left menu panel, select Pay runs and use the toggle next to Pay runs to enable for this team member.
- Once enabled, you can then customize the pay run settings as follows:
- Preferred payment method: choose how you would prefer to pay your team member when completing a pay run by clicking Change and selecting between Paid manually and Pay through Fresha Wallet. The team member will need to be verified for payment processing in order to process payments through Fresha.
- Calculation of pay runs: choose if the amount to pay is calculated automatically or manually entered at each pay period.
- Pay run deductions: choose which fees to automatically deduct from this team member’s earnings.
- Cash advances: choose how you want to manage cash payments by ticking the checkbox to record cash payments for sales as ‘paid’ in pay runs.
- Click the Add button in the top right to save changes to the team member's pay run details.
Schedule pay periods
- From the main menu on the left of your screen, go to Settings.
- Under the Settings tab at the top, click on Team.
- In the left menu panel, select Pay runs.
- Under the Pay runs view, click on the Edit button next to the Pay period to update the pay run frequency.
- In the Pay run settings page, use the dropdown under Frequency to choose the length of your pay runs:
- Daily:
No start day is needed as pay periods restart every day. - Weekly (including every 2 or 4 weeks):
Choose the day of the week to restart the pay period. - Monthly:
Select the day of the month for the pay period to restart. - Quarterly:
No start day is needed as pay periods restart every quarter within the year.
- Daily:
- Depending on the frequency chosen, use the dropdown under Restarts on to choose which day the pay period starts from.
- Click the Save button on the top right to apply changes to your pay period.
You can change your pay period anytime; changes won't affect previous periods, and the new schedule will take effect after the current period ends.
View your team's earnings
- From the main menu on the left of your screen, go to Team.
- In the left menu panel, select Pay runs.
- From the Pay runs view, you will see a list of pay runs for each team member with a summary of their earnings, deductions, and outstanding balance for that pay period.
- To view a more detailed breakdown of earnings, click on each team member.
- You can also pay, adjust their earnings, or edit the team member by clicking Actions button under their name.
Your team's earnings and deductions are organized into the pay periods you set up. By default, the pay period currently in progress will be displayed.
If a team member works at two locations you will see a pay run entry for each location that they work at.
Pay your team
- From the main menu on the left of your screen, go to Team.
- In the left menu panel, select Pay runs.
- From the Pay runs page, click on the Pay team button on the right.
- On the Choose compensation types page, tick or untick the checkbox to select the compensation types you would like to include in this pay run. Click the Continue button in the top right to proceed with the pay run.
- From the Team members pay run summary page, tick or untick the checkbox next to your team member to choose who to pay. To add adjustments, click the Actions button under the team member name. Click the Continue button in the top right to proceed with the pay run.
- Before completing the pay run, you need to Review pay run details. Here you can edit the payment method for the team member and add a note to the pay run if needed. To change the pay run review status, click on the Needs review button and use the drop down to choose from the following statuses:
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Needs review: Pay run needs to be reviewed.
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Approved: Pay run approved for payout, use this status to confirm you have reviewed and approved the location details.
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Skip: Save changes for later, use this to exclude the location from the pay run and return it at a later time.
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- Once changes are made, click the Complete button in the top right to complete the pay run.
Once you have completed a pay run, team members will receive a notification with a breakdown of the pay period and their payments.
You can view and export pay run data from the Pay summary report.
During a pay run, you can save your progress anytime by selecting Save and exit. Exiting without saving will discard any adjustments made.
FAQs
Yes, tracking when and who created a compensation balance adjustment/deduction is available, just click on Adjustment highlighted on the team member’s pay run Breakdown.
Canceling or reversing a completed pay run is not possible. To complete a pay run, you must review and update the status to Approved before being able to send and complete.
If a bank rejects a payout, the amount will be credited back to your business wallet and the status will show as to pay. This will be added to the next pay period for release again.
Yes, including all compensation types in each pay run is optional. You can select the specific compensation types to include when actioning a pay run.
There are no fees for pay runs made between your business wallet and team member wallets using Team Pay. However, a processing fee will be applied for transactions made from a team member's wallet to a bank account.
All team members can view an individual breakdown of their pay for each period. You can grant a team member permission to action pay runs by updating their permission levels.
In some businesses, when a client pays in cash, the team member completing the sale will keep the cash payment instead of putting it in the central business till. This is seen as a cash advance (getting paid early). Turning on cash advances for these team members allows the cash payments to be tracked in their pay runs. It also automatically calculates how much they've earned (like any commissions) while keeping tabs on how much they've already been paid upfront through cash collection.
To remove a pay run adjustment, open Pay runs, click Actions next to the team member and select View breakdown. Click on the Adjustment and select Delete adjustment. See our page here on how to manage pay run adjustments.