Payroll Dashboard
AdministratorsReports & Analytics
View earnings, approve entries, and export payroll data.
Accessing Payroll
- Go to Reports → Payroll
- Select pay period
- View earnings summary
Pay Period Selection
Choosing Period
- Click Pay Period dropdown
- Select period:
- Current period
- Previous period
- Custom dates
Period Types
Based on your settings:
- Weekly (Sun–Sat)
- Bi-weekly (every 2 weeks)
- Semi-monthly (1st–15th, 16th–end)
- Monthly
Dashboard Overview
Summary Cards
| Card | Shows |
|---|---|
| Total Hours | All hours in period |
| Regular Hours | Hours at regular rate |
| Overtime Hours | Hours at 1.5x rate |
| Total Pay | Combined earnings |
Team Table
Each team member row shows:
- Name
- Regular hours
- Overtime hours
- Total pay
- Status (Pending/Approved)
Viewing Individual Payroll
Click on team member to see:
Time Entries
Each day shows:
- Clock in/out times
- Appointment(s) worked
- Hours calculated
- Rate applied
Breakdown
| Category | Detail |
|---|---|
| Appointment hours | Time on appointments |
| Travel time | If tracked |
| Admin time | Non-appointment work |
| Break time | Deducted breaks |
Approving Payroll
Why Approve?
Approval confirms:
- Hours are accurate
- Rates are correct
- Ready for payment
Approving Entries
Individual
- Open team member details
- Review each entry
- Click Approve on entry
- Or Approve All
Bulk Approval
- Select multiple team members
- Click Bulk Approve
- Confirm
Rejecting Entries
If hours are incorrect:
- Click Reject
- Add reason
- Staff notified to correct
Adjusting Entries
When to Adjust
- Incorrect clock times
- Missing entries
- Wrong rate applied
Making Adjustments
- Open entry
- Click Edit
- Modify:
- Clock in/out time
- Hours worked
- Rate
- Add adjustment note
- Save
Adjustments are logged in audit trail.
Overtime Calculation
Automatic Tracking
System calculates overtime:
- Hours over 40/week = overtime
- Rate: 1.5x regular rate
- Shows separately in reports
Overtime Rules
| Hours | Rate |
|---|---|
| 0-40 | Regular rate |
| 40+ | 1.5x rate |
Exporting Payroll
Export Options
- Click Export
- Choose format:
- Excel (.xlsx)
- CSV
- PDF summary
Export Contents
| Column | Description |
|---|---|
| Employee Name | Full name |
| Employee ID | System ID |
| Regular Hours | Standard time |
| OT Hours | Overtime |
| Regular Pay | Standard earnings |
| OT Pay | Overtime earnings |
| Total Pay | Combined |
Importing to Payroll System
Export works with:
- QuickBooks
- ADP
- Gusto
- Most payroll software
Pay Period History
View Past Periods
- Go to Payroll
- Click History
- Select past period
- View or export
Locked Periods
Past periods are locked after:
- All entries approved
- Export completed
- Period ended
To modify locked period, contact support.
Reports
Payroll Summary Report
- Click Reports in payroll
- Select date range
- View:
- Total by team member
- Hours breakdown
- Earnings trends
Export for Records
Generate PDF summary for:
- Internal records
- Accountant
- Audit purposes
Tips
- Review weekly — Don't wait until pay day
- Approve promptly — Staff depends on accuracy
- Note adjustments — Document why
- Export early — Allow time for review
Troubleshooting
Hours look wrong
Check:
- Clock in/out times correct
- Appointment times accurate
- Rate assignments proper
Overtime not calculating
- Verify work week settings
- Check all entries are in system
- Review pay period boundaries
Missing entries
- Staff may not have clocked in
- Appointments may be incomplete
- Add manual entry if needed
Related Articles
- Compensation & Pay Rates — Set rates
- Client Billing Reports — Billable hours
- DAT Export & Credits — State billing
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