Run 7shifts Payroll: Checklist for Success

Running your first payroll with 7shifts Payroll can be an exciting and intricate process. This checklist will guide you through the basics of navigating the payroll landscape. Configure your 7shifts environment once, and let us manage these tasks moving forward!

1. Complete Employee Onboarding.
   
   Ideally, you'll want to see green 'Ready for Payroll' status icons across the board. To review your team's onboarding status, navigate to Payroll > Payroll Settings > Employees.
   
   
   • Prioritize Employees labeled 'Blocked for Payroll' as they will not be included in this payroll cycle. Hover over each status icon to reveal the missing details from that employee's unique checklist, such as a missing bank account, which restricts their payroll option to paper check.
     
     
   • For any Employees that you do not intend to pay in your first payroll cycle, you can leave them blocked until you choose to include them.
     
     
     
     
2. Review Time Clocking Settings.
   
    
   • Ensure that the day of the week that your pay period starts, aligns with what has been selected for the 'Start Week On' setting.  This guarantees that all Employee hours are correctly reflected in payroll.
     
     
   • Review your Time Clocking page to confirm that each recorded punch has an assigned role.
     
     If no role is assigned, it indicates incomplete role mappings or assignments. In those scenarios:

     For POS-synced punches, assign a role in the POS and map it in 7shifts.

     For 7punches, edit the punch within 7shifts.
     
     
3. Update Employee Profiles.
   
   Pay special attention to:
   
   
   • Benefit and Post-Tax Deductions. Determine and customize the amount to be withheld for each Employee.
     
     
   • Wages. Verify that each role has a recorded wage to prevent employees from being blocked for payroll. If wages are missing, manually add the wage and effective date in the Employee's profile. And, consider enabling Wage-Based Roles to ensure each role has an attributed wage.
     
     
   • Primary Locations. For Accounts with multiple Locations, set an Employee's Primary Location. Found directly within their Employee profile, this setting is used to determine their primary payroll location specifically for tax-related purposes.
     Please note, that it has no impact on reporting, integrations, exports, labor, overtime, or compliance calculations. The Employee must be assigned to a minimum of two payroll-ready Locations for the Primary Location menu to appear.
     
     

     

4. Map POS Integration Roles and Employees.
   
   Only needed if you have a POS integration that is syncing sales and labor data. All roles and employees must be mapped 1:1 for accurate reporting between platforms.
   
   
5. Configure Tip Calculations.
   
   We'll use the equation you've set to calculate the total value of paid and owed tips. This determines how tip data will be displayed in various areas of 7shifts (such as the Worked Hours and Wages Report, and your integrated payroll export).
   
   
6. Customize Time Off Policies.
   
   Whether paid or unpaid, customizable Time Off policies are crucial for compliance with local labor laws and regulations. Time Off policies enable you to assign vacation/sick time entitlements to Employees, and are a solution for managing time off requests and policies.
   
   Once Paid Time Off (PTO) Policies are enabled and assigned to Employees, a time off request must be initiated, which will automatically update the PTO balances for payroll.
   
   
7. (optional) Using Paper Checks.
   
   If you intend to pay Employees by paper check, please ensure you are using the DLT159 check stock format. Alternatively, you can use a company checkbook to write out manual checks.

Once you've completed these steps, you're ready to run payroll!