Pay calendars are groupings of team members in your organisation and determine the frequency at which your team members get paid.

Note: in some areas of payroll, you may see the term 'pay cycle' - this means the same thing as 'pay calendar' within Deputy Payroll.

You would have set up pay calendars when you were getting started with Deputy Payroll but there may be times when you need to add or move team members to other pay calendars. You can do this in:

• Business Settings > Pay> Pay Calendars
  • Assign team members to a pay calendar
  • Move a team member to another pay calendar
• Set the pay calendar in the employee profile

Business Settings > Pay > Pay Calendars

Assign team members to a pay calendar

When you create a pay calendar, you are asked if you would like to assign team members to the pay calendar. However, there are a few reasons you might need to assign team member(s) to a pay calendar at a later date. These include:

• You clicked Skip for now when setting up your payroll and new pay calendar and perhaps you bulk added all your team members and are ready to add them to a pay calendar now.
• You have a new team member who has joined your organisation and you need to assign them to a pay calendar

Go to Business settings in the drop-down menu under your name.

On the Pay tab, click on View pay calendars.

You can see which pay calendars are currently in your account, including the frequency and starting day of the week.

Click Edit for the pay calendar you would like to add the team member to.

Click on Add team members

Scroll through the list of team members to find the team member you would like to add or use the Search text field to type their name and filter menu drop down to find the team member you need.

You can see in the example below these team members are already assigned to a pay calendar and it is listed in the Current pay calendar column.

Once you have found the team member(s) you would like to add, tick the check box and click on Add team members.

This success message will now appear in the bottom left of your screen:

Note: Be careful to pay attention to the Current pay calendar column when assigning team members to a pay calendar. If a team member is already assigned to a pay calendar and you tick the box to assign it to another pay calendar, you will not be warned that you are changing the team member to a different pay calendar. They will just be removed from the previous pay calendar and added to the new one.

Move a team member to another pay calendar

Team members can not be assigned to more than one pay calendar at the same time, but you can move them from one pay calendar to another.

If you wish to archive a pay calendar you will also need to move all team members on that pay calendar to another pay calendar before you will be allowed to archive it.

To move team members to another pay calendar, simply open the new pay calendar you wish to move them to.

In Business settings on the Pay tab, click on View pay calendars.

Click Edit for the pay calendar you would like to move the team member to.

Click on Add team members

Scroll through the list of team members to find the team member you would like to move or use the Search text field to type their name and filter menu drop-down to find the team members you need.

Once you have found the team member(s) you would like to move, tick the check box and click on Add team members.

In the example below, this will move the three team members from their current pay calendars to the "Casuals" pay calendar. 

This success message will now appear in the bottom left of your screen:

Set the Pay calendar in the Employee profile

You can also set the pay calendar for a team member in their employe profile.

Click on the team member's name in the People tab to open their employee profile, then select the Employment tab and Edit.

Under the Pay details section, click on the Pay Calendar drop-down to display the available pay calendars.

Select the Pay calendar you would like to add the team member to.

The entity's ABN associated with the Pay Calendar will be displayed. Click Save.

You can see the updated Pay Calendar information displayed in the employee's profile.