7shifts Payroll Setup Guide

Ready to get started with 7shifts Payroll? This guide will walk you through all the necessary steps needed to set up Payroll for the very first time. From then on, 7shifts Payroll is your fully integrated solution that makes running payroll as easy as pushing a button!  

Enable Payroll

Our Implementation team is ready to walk you through the process to ensure everything is set up correctly for you.

1. Login to the web app as an Admin.
2. Head to Settings > Add-ons in the left navigation bar:
   
   
3.  Click on Enable Payroll.

Setup Payroll

1. Login to the web app as an Admin.
2. Select Payroll in the left navigation bar.
3. Review and complete each step:
   Complete business details

   Verify your legal business details:
   

   Add your locations

   Select an existing Location from the dropdown menu and verify its' legal details:
   
   

   Add bank account

   Check partners with Plaid to connect your bank account via your login credentials securely. You can link your bank account or provide your account details for ACH banking.

   ⚠️ If your financial institution is not supported on the web app, chat with our Support team for further assistance. Please note that you must provide proof of ownership for security and reporting purposes.

   You can expect that when funds are withdrawn from your bank account, this will show as one line item in your transactions ( it includes payroll funds withdrawn and applicable taxes).
   
   

   Complete state and federal tax setup

   We'll use your business details and the tax information entered here to determine the appropriate taxes according to your state and municipal locations.
   
   

   Onboard all employees

   Have your team complete their onboarding packages. Now that you have enabled 7shifts Payroll for your Account, onboarding packages will include all the necessary documents to prepare your team for payroll. Feel free to reference these  handy articles to help you complete them:
   
   Onboarding for Admins & Managers
   Onboarding for Employees
   
   You can use the filters to narrow down your list by employee name, location, or status. 
   
   
   Hover over each status icon to reveal the missing details from that employee's unique checklist.
   
   Blocked for Payroll - required information is missing from this user profile, and it is preventing this profile from being included in payroll. For example:
   
   
   
   Needs Attention -  while this user profile contains missing information, it will still be included in payroll. It is still important to address the issues before the end of the year. For example:
   
   
   
   Click on Review Details to enter the legal details that are missing on behalf of the Employee. Please note that tax and payment method details can only be completed by the Employee via Onboarding:
   
   
   Onboard your Admin profile.
   
   To onboard yourself, head to Payroll in the left navigation bar > Settings > Employees > search and locate your profile > click Start Onboarding.
   
   
   
    Add all terminated employees.
   
    

   ⚠️ To stay compliant, be sure to check in with your state's local labor laws to ensure that you're paying terminated employees within the required period from the employee's last date.

   Many states have laws that require employers to provide departing employees with their final paychecks within a certain timeframe, others require it on their last day of work. Check out this list for more information about your state's employment laws.
   
    

   

4. Once each step has been completed , you'll be taken to your Payroll dashboard!
   
   
    

Payroll Dashboard & Settings

Moving forward, you'll be taken directly to your Payroll Dashboard when clicking on Payroll.

This overview page will give you quick access to running an on/off cycle payroll, payroll in draft statuses, and your payroll history. Use the More Options icon   to delete a payroll. 

Manage all your payroll information from Payroll > Settings. This includes General settings, Company Settings, Locations settings, and Employees.

1. General

Review and set:

• The date for which you would like to run your first payroll. 
• Your payroll frequency, captured from Time Clocking.

• Custom Earnings for employees when running payroll.

  ⚠️ Your payroll frequency aligns with Time Clocking settings to ensure accurate reporting across 7shifts.

  When selecting your payroll frequency, you'll want to check in with what is required by your state. The federal and state governments set rules around payroll taxes, and payment deadlines. If you have more questions about this, we suggest reaching out to a local lawyer or accountant who is familiar with your local labor laws.

• Be sure to hit Save when making any new changes!

2. Company Settings

Review and make edits to:
 

• Banking Information
• Tax setup
• Filing Authorization
• Accounting integration
• Be sure to hit Save when making any new changes!

3. Locations

Add, edit or remove Locations using the pencil icon. Be sure to hit Save when making any new changes!


 

4. Employees

1. Check the current onboarding status for your employees, and use the filters to narrow down your list by employee name, location, or status. 


2. Hover over each status icon to reveal the missing details from that employee's unique checklist.

Blocked for Payroll - required information is missing from this user profile, and it is preventing this profile from being included in payroll. For example:



Needs Attention -  while this user profile contains missing information, it will still be included in payroll. It is still important to address the issues before the end of the year. For example:



3. Click on Review Details to enter the legal details that are missing on behalf of the Employee. Please note that tax and payment method details can only be completed by the Employee via Onboarding:


4. Be sure to click Save to complete these changes!

5. Employees that will not be considered when running payroll, can be removed by clicking on the More Options icon next to their names > Remove from payroll:

Nice job! Now you're ready to run your first payroll.

Resources

Here you'll find historical data extraction steps for commonly used payroll providers: