Go to Finance
From the left navigation menu, select Finance.
This opens the Finance area where pay calendars, shift pay rates, allowances, leave, timesheets, notifications, staff mapping, and Xero settings can be managed.
Open the Pay Calendars tab
At the top of the Finance page, select Pay Calendars.
The Pay Calendars page shows the pay periods and run cycles for your organisation.
You can view each calendar in the table, including:
Name
Day of Week
Period (Weeks)
Timezone
Active Staff
You can also use Search pay calendars to find a calendar by name.
Create a new pay calendar
Select Create Pay Calendar.
The Create Pay Calendar window will open.
Complete the required fields:
Name
Enter a clear name for the pay calendar, such as Fortnightly Staff or Weekly Support Staff.Period (Weeks)
Enter the number of weeks between each pay calendar cycle.Start Of Latest Cycle Period
Select the start date for the latest pay cycle period.Timezone
Select the timezone used for this pay calendar.Staff
Select the staff members who should be assigned to this pay calendar.
Select staff for the pay calendar
Open the Staff dropdown.
Choose the staff members who should be assigned to the pay calendar.
You can select individual staff members or use Select all if the calendar applies to all listed staff.
Once staff are selected, save the pay calendar.
Save the pay calendar
After completing the required fields, select Save.
The new pay calendar will appear in the Pay Calendars table.
Review the row to confirm the details are correct, including the period, timezone, and active staff count.
Edit an existing pay calendar
To update a pay calendar, select the three-dot menu on the right side of the pay calendar row.
Select Edit.
The Edit Pay Calendar window will open.
You can update the calendar name and assigned staff.
The following fields are locked after the calendar is created and cannot be changed:
Period (Weeks)
Start Of Latest Cycle Period
Timezone
Select Save after making changes.
Update assigned staff
In the Edit Pay Calendar window, open the Staff dropdown.
Add or remove staff members as needed.
Select Save to apply the changes.
The Active Staff count in the table will update based on the assigned staff.
Delete a pay calendar
To delete a pay calendar, select the three-dot menu on the right side of the pay calendar row.
Select Delete.
A confirmation window will appear.
Review the message carefully, then select Delete to confirm.
Deleting a pay calendar permanently removes it and removes it from all assigned staff. This action cannot be undone.
After deletion, a success message will confirm that the pay calendar was deleted.
Important Notes
The pay period, start of the latest cycle period, and timezone are locked once the pay calendar is saved.
To change locked calendar details, create a new pay calendar with the correct settings.
Staff must be assigned to the correct pay calendar so payroll cycles run correctly.
The Active Staff column shows how many staff are currently assigned to each pay calendar.
Deleting a pay calendar removes it from all assigned staff.
Only delete a pay calendar if it is no longer required.
Use clear pay calendar names so finance and payroll users can identify each cycle easily.
Troubleshooting
If you cannot see the Finance menu:
Check that your account has the correct Finance permissions.
Contact your system administrator if you need access.
If you cannot see the Pay Calendars tab:
Confirm you are in Finance.
Check that your role has permission to manage pay calendars.
Refresh the page and try again.
If the pay calendar does not save:
Make sure the Name field is completed.
Enter a valid Period (Weeks) value.
Select a valid Start Of Latest Cycle Period date.
Select a Timezone.
Assign staff if required.
Refresh the page and try again.
If you cannot change the period, start date, or timezone:
These fields are locked after the pay calendar is created.
Create a new pay calendar if these details need to be changed.
If staff are missing from the dropdown:
Check that the staff profile is active.
Confirm the staff member has been added to the organisation.
Refresh the page and try again.
Contact your system administrator if the staff member still does not appear.
If a pay calendar was deleted by mistake:
Create a new pay calendar with the correct details.
Reassign the affected staff members.
Review payroll settings before the next pay run.