Open a pay period

Choose Payroll from the ··· menu in the rota editor. Set how often you pay staff in Settings first. Then open a pay period: Rota Done builds a timesheet from every shift on the rota for those dates, plus any holiday, sick and off days.

Fix what really happened

Rotas change on the night. Edit any line to change the times or the break, delete no-shows, and add lines for anyone who covered. Lines from rota weeks you never published are flagged so you can check them.

Sign off

When the timesheet is right, click Sign off. It locks, and the exports stop being marked DRAFT. Later changes to staff records do not change a signed-off period. If you find a mistake, reopen it, fix it and sign off again.

Export

Summary gives one row per person: hours, basic pay, holiday pay, gross pay and the estimated employer NI and pension. Every shift lists each line. BrightPay import loads straight into BrightPay under Payroll, Import Pay Records from CSV File, Import Hourly Payments. Use Match Header Row, and make sure each person has the same works number in both places. For Sage 50 and other payroll software, import the Summary file and match its columns. Print / PDF gives a sign-off sheet for your accountant. Using payroll software that is not covered? Contact us and tell us what you use, and we will work on an export for it.

Rolled-up holiday pay

Rolled-up holiday pay has to appear as its own line on the payslip. It is shown on the payroll page and the PDF, but it is not in the BrightPay file, so add it as a separate payment there.

Salaried staff

Salaried staff appear on the timesheet with the hours they worked, and their pay for the period is their share of the annual salary, split across those shifts. They are in the Summary, the Every shift file and the PDF, but not in the BrightPay file: that one imports hours at a rate, and a salary is set up as a fixed payment on the employee in BrightPay instead. The payroll page lists who this applies to and what they are owed. Someone on a salary who worked no shifts at all still appears, with their full pay.