Set roles and pay rates

Pay rates turn clocked hours into money. You create employment types, such as full-time and part-time (the guided setup calls them roles), then one pay rate for each type. A person is paid by the rate of their employment type.

Do this before you invite your team. With Payroll on, an invitation is refused while the chosen employment type has no pay rate.

1. 1

   Open Settings, Pay Rates

   Go to Settings, Pay Rates. The page holds the pay rates and the card Employment Types.

   

2. 2

   Add your employment types

   In Employment Types, type a name, for example Full-time, and the Contracted hours/month. Select Add.

   The contracted hours set the person's weekly contract: the monthly hours divided by 4.33. Overtime is measured against that weekly contract.

3. 3

   Create a pay rate for each type

   Select Add Pay Rate. Enter a Name and choose the Employment Type the rate pays. Under Contract Type choose:

   • Hourly: enter the Regular Rate for one hour and, if you like, an Overtime Multiplier. With none set, 1.5 is used.
   • Salary: enter the Monthly Salary. A salaried person is paid the flat monthly salary whatever hours were worked, with no overtime pay.

   Select Create.

   

4. 4

   Give each person an employment type and a pay group

   Open Employees, the person, then the Employment tab. The card Pay details only shows the values. To change them, select Edit at the top right. In Edit Employment Profile, choose the Employment type and the KV Pay Group, then select Save Changes.

   Do this for yourself and for anyone already in the team. People you invite get both from the invitation.

Four things to know now#

• Everyone needs both. With Payroll on, a person whose profile is missing the employment type or the pay group cannot clock in. See Employee profiles.
• The employment type decides the rate. While the type has a pay rate, the Pay rate on the person's own profile does not change what their hours cost.
• A new rate has no start date. On an employment type that had no rate, it prices every shift of that type that is not frozen, earlier ones included. Added to a type with a rate in effect, it prices nobody: the older rate goes on pricing. To pay a type more, change its rate: only a change starts on a date.
• Pay groups are kept under Settings, Payroll, in the card KV Pay Groups (Lohngruppen). The built-in groups are LG1 to LG6. See Payroll settings.

Overtime: money or time off#

By default overtime is paid in money. The pay rate's Overtime Multiplier prices it in the Timesheets cost and the Reports cost. The payroll month and the payslip use the overtime surcharge rules instead.

To bank overtime as time off, go to Settings, Time & attendance, Overtime, switch Pay overtime in money off and select Save at the top of the page. It is one choice for the whole company. Overtime hours are then still counted and shown, but they add no money to the timesheet cost.

With Allow Overtime on for a person, their hours over the weekly contract count as overtime straight away, with no decision needed. Only an admin can set it. See Overtime and extra hours.

Change or delete a rate later#

To change a rate, select the pencil on the top row of its name. Under Effective from, Start of next month is preselected: this month stays on the old rate.

The rate in effect cannot be deleted: its row shows a lock, not a delete button. A rate that has not started yet can be deleted. If it was a planned raise, the rate it was going to replace continues. A rate you added to a type that already had one is locked too: set its Employment Type to Any / Not specified, save, then delete it.

Pay rates and rate history has the other start dates, and what happens to shifts you already approved.

What happens next#

Invite your team. Roles in the sense of admin, manager and employee are a different thing: see Roles and permissions.