Resolving missing employees from 7shifts Payroll

Issue

An employee's name does not appear as an option during a regular or off-cycle payroll run in 7shifts Payroll.

Cause

This issue typically occurs due to missing active employment periods, incomplete onboarding, excluded locations, or sync requirements between 7shifts and your POS.

What To Do

Confirm legal name

An employee's display name in 7shifts may differ from the legal name required for tax and payroll documents like the W-4 or I-9.

1. Navigate to Team and select the employee profile.
2. Select the Personal tab.
3. Scroll to the Legal & Tax Information section.
4. Verify the name listed in the Legal First Name and Legal Last Name fields.
5. Return to 7shifts Payroll and search for the employee using their legal name.

Confirm an active employment period

If an employee was previously terminated and later re-hired, their profile may not include an active employment period.

1. Navigate to Team and select the employee profile.
2. Select the Employment tab.
3. Check for an active period under the Employment History section.
4. If no active period exists, select Add employment period and enter the rehire details.
5. Save the changes, return to 7shifts Payroll, and select Sync Timesheet & Tips.

Verify time punch data

Hourly employees must have recorded hours for the specific pay period to appear in the active payroll run.

1. Navigate to Time Clocking and select Pay periods.
2. Verify if the employee has recorded hours in the relevant period.
3. If using a POS system, confirm punches are in the POS and allow time for the sync into 7shifts.
4. If using 7punches, any missing punches manually.
5. Return to 7shifts Payroll and select Sync Timesheet & Tips.

Check the Non-Payroll Employees list

Administrators can manually remove employees from 7shifts Payroll if they are on seasonal or extended leave.

1. Navigate to Payroll Run Payroll Employees.
2. Review the Non-Payroll Employees list:
   
3. Select the three dots next to the employee name and select Add to Payroll:
   
4. Return to the payroll run and select Sync Timesheet & Tips.

Review effective wage dates

If an employee's effective wage date is set to a date after the pay period ends, they will be excluded from that run.

1. Navigate to Team, select the employee profile, and go to Wages & Payment.
2. Verify that the Effective Date is on or before the pay period end date.
3. Update the date if necessary and select Sync Timesheet & Tips in the payroll run.

Verify onboarding status

Employees must complete the Personal Information Form (including SSN, DOB, and Address) within their onboarding package to be eligible for 7shifts Payroll.

1. Navigate to Team Onboarding.
2. Check if the package status is In-progress or Completed.
3. If no package exists, send a new onboarding package to the employee.
4. Once the employee submits the form, return to 7shifts Payroll and select Sync Timesheet & Tips.

Confirm payroll location settings

If an employee worked at a location that has not been added to 7shifts Payroll settings, their data will not appear.

1. Navigate to Payroll Settings Locations.
2. Verify that all relevant locations are included in the Payroll Locations list.
3. If a location is missing, select Add location to payroll:
   
4. Return to 7shifts Payroll and select Sync Timesheet & Tips.

Issue Unresolved

If the employee has an active period, valid punches, and completed onboarding but remains missing, the profile may require a back-end mapping review.

Please contact 7shifts Support for further assistance with employee mapping.