Subshift

Processing payroll

The payroll process flow at Payroll → Process lets you run a batch payroll for all workers with approved, unpaid timesheets in a given period. This page walks through each step.

Before you start

Approve all timesheets for the pay period before running payroll. Workers whose timesheets are still PENDING_APPROVAL will not be included in the batch.

Warning

You cannot reverse a completed payroll run in Subshift. Double-check the period and preview carefully before confirming.

Step 1: Open the process flow

  1. Click Payroll in the sidebar.
  2. Click Process payroll (or navigate directly to /payroll/process).
Screenshot placeholder
The payroll process form showing period date pickers and the list of workers with calculated amounts.

Step 2: Set the pay period

  1. Enter the From date and To date for the period you are paying.
  2. Click Calculate.

The system finds all approved timesheets in the period that have not yet been included in a previous payroll run, groups them by worker, and calculates each worker's gross pay based on their rate and hours.

Step 3: Review the preview

The preview table shows one row per worker:

  • Worker name
  • Number of shifts covered
  • Total hours
  • Calculated gross pay

Tip

Click any worker row to expand it and see the individual shift breakdowns that contribute to their total.

Step 4: Confirm the run

  1. Verify the worker list and totals are correct.
  2. Click Run payroll.
  3. Subshift records the run as a completed payroll batch. The included timesheets are marked as paid and will no longer appear in future payroll runs.

After the run

After confirming, the run appears in Payroll → Runs with a COMPLETED status. Use the payroll report to see a cross-period summary of payroll spend.

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