7shifts Payroll: Employee Missing from Payroll

Updated March 25, 2025 16:25

This article outlines common reasons why an employee's name might not appear as an option during a regular or off-cycle payroll run in 7shifts, and provides steps to resolve these issues.

⚠️ Only Admin users have access to payroll to complete the actions outlined in this article.

Potential Causes and Solutions:

Missing Time Punch Data

Context: For hourly employees, accurate time punch data is essential for payroll calculations.

How to Confirm:

Navigate to Time Clocking > Pay periods.
Select the relevant pay period.
Verify if the employee has recorded hours.

Solution:

Ensure the correct pay period is being reviewed.
Add Punches:
- If using a POS system for time clocking:
  - Confirm that punches have been entered in to the POS. Add punches in the POS if they're missing.
  - Allow time for the punches to sync into 7shifts.
- If using 7punches for time clocking:
  - Add punches manually if they're missing.
    - Learn how to add punches manually here.
After syncing or adding punches:
- Navigate back to Payroll.
- Be sure to "Sync Timesheet & Tips" to add the missing employee's punches to the Payroll.

Employee Removed from Payroll

Context: Admins can remove employees from payroll if they no longer need to receive payments (e.g., they take an extended leave or are a seasonal employee).

How to Confirm:

Navigate to Payroll > Run Payroll > Employees.
Check the "Non-Payroll Employees" list.

Solution:

To add an employee back to payroll, click the three dots next to their name and select "Add to Payroll".
Navigate back to Payroll.
Select "Sync Timesheet & Tips" to add the missing employee to the Payroll.

Incorrect Effective Wage Date

Context: If the employee's 'effective wage date' is set after the pay period's end, the employee will not be included in that payroll run.

How to Confirm:

Navigate to Team > Employee Profile > Wages & Payment.
Verify the "Effective Date" against the pay period's end date.

Solution:

Update the "Effective Date" for the employee's wage.
Navigate back to Payroll.
Select "Sync Timesheet & Tips" to add the missing employee to the Payroll.

Learn more about updating employee wages here.

Incomplete Onboarding Package

Context: Employees must complete an Onboarding Package, particularly the Personal Information Form, to be included in payroll.

How to confirm:

Navigate to Team > Onboarding.
Check for "In-progress" or "Completed" package for the employee in question.

Solution:

If there is no onboarding package started or completed, send them an onboarding package.
- Learn how to send an Onboarding Package here.
Instruct the employee to complete their onboarding package. The employee must complete, at minimum, the Personal Information Form (SSN, DOB, Address, Full Name, Hire Date) to be included in payroll. They can submit other documents later.
- Employee Guide: Payroll Onboarding & Updating Info
After the employee submits their package, be sure to "Sync Timesheet & Tips" to add the missing employee to the Payroll.

Location Not Added to Payroll

Context: If an employee worked at a location not yet added to payroll settings, their data won't appear.

How to Confirm:

Navigate to Payroll > Settings > Locations.
Verify that all relevant locations are included in the listed "Payroll Locations."

Solution:

If a location is not yet set up as a Payroll Location, select "Add location to payroll."
Navigate back to Payroll.
Select "Sync Timesheet & Tips" to add the missing employee(s) to the Payroll.

Employee still missing?

If you've worked through the above troubleshooting steps and the employee still does not appear in payroll, their profile may be incorrectly mapped on the back-end. Please contact our support team for further assistance.