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!  

 

 

⚠️ Prerequisites

⚠️  Payroll is available for:

  • Accounts located in the U.S. 
  • Accounts with Locations that share the same FEIN, and bank account.

⚠️ Currently, we do not support:

Pro Tip! For restaurants using a tipped minimum wage structure, 7shifts will automatically calculate tip shortages and credits weekly so employees are paid correctly. Simplify your payroll process and pay your employees directly! Click here to learn more!


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

⚠️ Payroll setup and processing, including initiation and completion, are exclusively managed by the Admin of the Account.

⚠️ Admins can only access Payroll on the web app.

  1. Login to the web app as an Admin.

  2. Select Payroll in the left navigation bar.

  3. Review and complete each step:

    1. Setup your business

    Screenshot_2023-03-31_at_7.22.52_PM.png Enter your business details.
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    Screenshot_2023-03-31_at_7.22.52_PM.png Add your Locations.
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    2. Setup your tax and banking details
    Screenshot_2023-03-31_at_7.22.52_PM.png Complete state and federal tax setup. We'll use your business details and the tax information entered here to determine the appropriate taxes as per your state and municipal locations.

    Screenshot_2023-03-31_at_7.22.52_PM.png Complete filing authorization.



    Screenshot_2023-03-31_at_7.22.52_PM.png Connect your bank account.

    ⚠️ If your financial institution is not supported on the web app, start a chat with our Support team for further assistance. Please note that you will be required to 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    You can expect that when funds are withdrawn from your bank account, this will show as one line item in your transactions ( it includes payroll funds withdrawn and applicable taxes).

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    3. Add your team to payroll
    Screenshot_2023-03-31_at_7.22.52_PM.png Onboard your team.

    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 get your team ready for payroll. Feel free to reference these  handy articles to help you complete them:

    Onboarding for Admins & Managers
    Onboarding for Employees

    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:

    Screenshot 2023-11-20 at 3.01.05 PM.png

    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:

    Screenshot 2023-11-20 at 3.02.15 PM.png

    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:
    Screenshot_2023-03-31_at_7.22.52_PM.png 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.



    Screenshot_2023-03-31_at_7.22.52_PM.png 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.

          Screenshot_2023-03-31_at_8.00.44_PM.png
    4. Provide your historical payroll data
    Screenshot_2023-03-31_at_7.22.52_PM.png Upload your payroll data.  To get you started, we'll need your current payroll data from your existing payroll provider. 

    Why is this important? We'll use this to determine when your pay period with 7shifts starts, and when it ends with your existing payroll provider. Additionally,  it ensures that the taxes paid by you (on behalf of the employees) gets carried over to our system so we can accurately manage your quarterly/end-of-year taxes.

    Follow the historical data extraction steps (found in the Resources section below) for your existing payroll, and send them our way! We'll take care of the rest.


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  4.  Once each step has been completed Screenshot_2023-03-31_at_7.22.52_PM.png , you'll be taken to your Payroll dashboard!

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Payroll Overview & Settings

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

The Overview page will quick you quick access to running an on/off cycle payroll, payrolls in draft status, and payroll history. Use the More Options icon Screen_Shot_2022-12-01_at_5.26.25_PM.png  to delete a payroll. 

⚠️ Please note that deleting a payroll is a permanent action and cannot be undone.


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.

    ⚠️ Align your payroll frequency with your 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!
    Untitled_design__79_.png

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!
Screenshot 2023-12-01 at 3.06.59 PM.png


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

New_Jersey.png
      
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:

Screenshot 2023-11-20 at 3.01.05 PM.png

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:

Screenshot 2023-11-20 at 3.02.15 PM.png

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!

Screenshot_2023-04-02_at_8.31.22_PM.png Nice job! Now you're ready to run your first payroll.

payroll-marketing-iframe-bdca08025d4c9256bcce958e5a9d44b5.png


Resources

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

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