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Manage your team's payroll
Manage your team's payroll
Streamline the process of paying your team with pay runs, which automatically calculates compensation and transfers earnings directly from your business wallet. Learn how to set up payroll and pay your team.
Getting started
Upgrade to Team Pay to enable pay runs. Before using payroll, you'll need set up the following components that contribute to the team member's earnings:
- Wages & overtime:
Wages and overtime can be calculated and included in the pay run. Set hourly earnings and overtime rates for team members in their profiles. - Commissions:
When you make a sale on Fresha, commissions can be earned by team members based on which team members performed services and how they checked out the sale. Define individual commissions for team members in their profiles. - Tips:
When team members receive tips, they are automatically added to their balance in pay runs. Manage tipping options in your Workspace settings.
Setting up pay runs
To include team members within pay runs, you'll need to enable this within their profile.
- Desktop
- Mobile
To enable pay runs for your team:
- Open Team and select Team members.
- Select a team member to open their profile and click Actions and Edit.
- Select Pay runs from the menu and use the toggle to enable pay runs for the team member.
- Select a Preferred payment method for the team member:
- Fresha wallet:
Pay team members directly into their personal wallet, allowing them instant access to their earnings. - Direct bank transfer:
Pay team members into the bank account associated with their personal account. - Pay manually:
Pay team members offline. Pay runs will continue to calculate earnings for team members, which can then be paid offline. For example, you are paying your team in cash.
- Fresha wallet:
- Under Pay run deductions, select whether you would like to apply any deductions within pay runs for this team member:
- Payment processing fees:
Choose to pass payment processing fees on to your team members. Fees will be assigned based on which team members performed services and how they checked out the sale. - New client fees:
Choose to pass new client fees on to your team members. You can choose to share the new client fee by specifying a percentage that will be deducted from earnings.
- Payment processing fees:
- Under Cash advances, check the box to record full cash payments received by the team member as an advance for 'paid' sales within the pay run.
- Click Save.
To enable pay runs for your team:
- Open Team and select Team members.
- Select a team member to open their profile and tap Actions and Edit.
- Scroll along to Pay runs from the menu and use the toggle to enable pay runs for the team member.
- Select a Preferred payment method for the team member:
- Fresha wallet:
Pay team members directly into their personal wallet, allowing them instant access to their earnings. - Direct bank transfer:
Pay team members into the bank account associated with their Fresha account. - Pay manually:
Pay team members offline. Pay runs will continue to calculate earnings for team members, which can then be paid offline. For example, you are paying your team in cash.
- Fresha wallet:
- Under Pay run deductions, select whether you would like to apply any deductions within pay runs for this team member:
- Payment processing fees:
Choose to pass payment processing fees on to your team members. Fees will be assigned based on which team members performed services and how they checked out the sale. - New client fees:
Choose to pass new client fees on to your team members. You can choose to share the new client fee by specifying a percentage that will be deducted from earnings.
- Payment processing fees:
- Under Cash advances, check the box to record full cash payments received by the team member as an advance for 'paid' sales within the pay run.
- Tap Save.
By default, cash advance settings will be disabled and can be activated for individual team members as needed.
Setting your pay periods
You can choose the length of your pay periods, and when the periods restart.
- Desktop
- Mobile
To set up your pay periods:
- Open Workspace settings, select Team then Pay runs.
- Under Pay period, select Edit.
- Use the Frequency dropdown to choose the length of your pay runs.
- Depending on the frequency chosen, use the Restarts dropdown to select when the pay period starts from:
- 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:
- Click Save.
You can see your upcoming pay periods listed in the grey box.
To set up your pay periods:
- Open Workspace settings, select Team then Pay runs.
- Select Options (three dots) in the top right corner, then tap Pay run settings.
- Select Edit next to Pay period.
- Depending on the frequency chosen, use the Restarts dropdown to select when the pay period starts from:
- 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:
- Tap Save.
You can see your upcoming pay periods listed in the grey box.
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.
Viewing your team's earnings
Your team's earnings and deductions are organized into the pay periods you set up. My default, the pay period currently in progress will be displayed.
- Desktop
- Mobile
To view pay periods:
- Open Team and select Pay runs.
- 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 choose to adjust their earnings, by clicking Actions and Add adjustment.
To view pay periods:
- Open Team and select Pay runs.
- 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, tap on each team member.
- You can also choose to adjust their earnings, by tapping Actions (three dots) next to their team member profile and Add adjustment.
If a team member works at two locations you will see a pay run entry for each location that they work at.
Paying your team
You can run multiple pay runs within a pay period, such as daily tips payouts, or have a single pay run at the period's end. Pay runs will track all these payments, ensuring accurate payment to your team.
- Desktop
- Mobile
To pay your team using pay runs:
- Open Team and select Pay runs.
- Click on Pay team.
- If you have multiple locations, select the one you want to include in the pay run or include all locations by selecting All.
- Select the compensation types you want to include in your pay run.
- On the Team member's pay summary, review the details for each team member and make any necessary adjustments:
- To change a single value:
Click on the value to make an adjustment or click Actions under the team member and select Add adjustment. - To exclude a team member from the pay run:
Uncheck the box next to the team member within the summary.
- To change a single value:
- Click Review to access the final step of the pay run. Under Review pay run, ensure that all information is correct before paying your team:
- Location balance:
The money available to pay to your team members. If this is not enough to cover the total to pay you will need to top up your wallet or pay team members manually. - Total to pay:
The total amount to be paid out from the location to team members. This will equal the amount deducted from your wallet. - Payment method:
The total number of team members using each payment method. These will be automatically set to the default for each team member, but you can change these by clicking Edit.
- Location balance:
- Once you have reviewed the above details, set a status for each location:
- Needs review:
The default status, indicating you have not yet reviewed the location. - Approved:
Use this status to confirm you have reviewed and approved the location details. - Skip:
Use this to exclude the location from the pay run and return it at a later time. All adjustments will be saved. - Skip:
Use this to exclude the location from the pay run and return it at a later time. All adjustments will be saved.
- Needs review:
- Click Send.
After a pay run is completed, team members will receive a notification with a breakdown of the pay period and their payments.
To pay your team using pay runs:
- Open Team and select Pay runs.
- Tap on Pay team.
- If you have multiple locations, select the one you want to include in the pay run or include all locations by selecting All.
- Select the compensation types you want to include in your pay run.
- On the Team member's pay summary, review the details for each team member and make any necessary adjustments:
- To change a single value:
Tap on the value to make an adjustment or tap Actions under the team member and select Add adjustment. - To exclude a team member from the pay run:
Uncheck the box next to the team member within the summary.
- To change a single value:
- Tap Review to access the final step of the pay run. Under Review pay run, ensure that all information is correct before paying your team:
- Location balance: The money available to pay to your team members. If this is not enough to cover the total to pay you will need to top up your wallet or pay team members manually.
- Total to pay:
The total amount to be paid out from the location to team members. This will equal the amount deducted from your wallet. - Payment method:
The total number of team members using each payment method. These will be automatically set to the default for each team member, but you can change these by tapping Edit.
- Once you have reviewed the above details, set a status for each location:
- Needs review:
The default status, indicating you have not yet reviewed the location. - Approved:
Use this status to confirm you have reviewed and approved the location details. - Skip:
Use this to exclude the location from the pay run and return it at a later time. All adjustments will be saved.
- Needs review:
- Tap Send.
After a pay run is completed, 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
Can I see who adjusted a team member’s earnings?
Is it possible to reverse or refund a pay run once it’s been paid out?
What will happen if my team member’s bank rejects the payout?
Can I choose to pay out just tips?
Are there any fees associated with paying my team using pay runs?
Can any of my team complete a pay run?
What is a cash advance?