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Accountant or payroll staff: your first month

Sign in, set rates and hours, watch approvals and record payments, in the order they happen.

For: Attendance & payroll staff, Centre Manager, Super Admin

  1. Sign in with the centre code, username and temporary password shared with you privately. Set up your authenticator app when asked and choose a new password. The same sign-in rules apply to everyone; if your centre allows remembered devices, choose Remember this device on your own computer to skip the code for a while.
  2. Operations accounts with payroll access land on Payroll & payments. If you are also a Centre Manager, open Payroll & payments from the Attendance menu. Rates & pay caps, Payment history, Staff approvals and Attendance reports are buttons on that page.
  3. Before the month starts, confirm the actual pay agreement. The current ledger calculates hourly rates with optional caps; it does not calculate a fixed monthly salary. A Payroll Manager can set other staff’s hour defaults. With default or entered hours, checkout is optional. A Centre Manager selects whether manager-recorded entries need a second reviewer.
  4. During the month, open Staff approvals to see unresolved days. Payroll access alone lets you read this list. A Centre Manager or Attendance Approver can approve within their attendance permissions, including someone who also holds a Payroll Manager role. Attendance reports with Approved records only shows the approved hours so far.
  5. At month end, open Payroll & payments for the period. Check each person's approved hours, before-cap amount, already paid and suggested balance, and open a person for the day-by-day calculation. Pending days link back to Staff approvals.
  6. After paying by bank or cash outside the app, record the payment with its reference. Partial payments are allowed. Download the payroll summary CSV and payment CSV for your own accounts. A wrong entry is reversed with a reason; nothing is deleted.
  7. The ledger covers hours times rate with caps. Payslips, tax, provident fund, TDS, leave, overtime and bank transfers are not calculated here yet; keep your existing process for them and use the CSVs as input.

This guide explains the feature; reading it does not change any setting or grant access. Back to all help