Jane Payroll (Beta): Pay Groups & Pay Types

Finalizing Your Pay Groups & Setting Up Your Pay Types

Now that you’ve completed onboarding and verified your bank account, the next key step before running your first payroll is to finalize your Pay Groups and set up your Pay Types.

These two steps tell Jane when each person gets paid and how they get paid.

🧩 Finalizing Your Pay Groups

You’ll have already seen Pay Groups mentioned during onboarding.
Now’s the time to make sure they’re finalized and that each staff member has been added to the right one.

A Pay Group simply tells Jane when a group of staff is paid.

If everyone is paid biweekly, you only need one Pay Group.
If some staff are paid monthly and others biweekly, you’ll need two.

That’s it — Pay Groups are just how Jane keeps track of pay frequency.

💰 Setting Up Your Pay Types

Pay Types tell Jane how each person is paid.

Jane includes a long list of system defaults, and you’ll see options like “Regular Commission” and “Hourly Compensation.”
These exist because they’re handled slightly differently for taxes and deductions (this only matters for employee pay).

We strongly recommend creating your own custom versions of these defaults.
That’s because:

The name of the Pay Type is what appears on your staff pay stubs.
And you can’t change the name after you’ve run your first payroll.

Creating your own versions gives you control over what your staff see and helps you keep things clear and consistent long-term.

Here’s how to set them up:

Go to Billing > Payroll > Account > Pay Types.
Click Add New Pay Type.
Choose one of Jane’s system defaults (like Regular Commission or Hourly Compensation).
Give it a clear name — for example, Service Split Compensation or Admin (Hourly).
Save your new Pay Type.

💡 Tip: If you’re paying employees and aren’t sure which system default to select, reach out to our team — we’ll help you pick the right one.

👥 Assigning Pay Types

Once you’ve created your Pay Types, the next step is to let Jane know how each staff member is paid.
Unlike Pay Groups (which are managed in your Payroll Account settings), Pay Types are assigned inside each individual staff profile.

Here’s how to assign them:
1. Go to Staff > [Select a Staff Member] > Payroll > Pay Types.
2. Click Add Pay Type.
3. Choose the appropriate Pay Type from the list.
4. If the Pay Type includes a rate (like hourly or salary), this is where you’ll enter that staff member’s specific rate.
5. Click Save.

This step applies to all kinds of pay — hourly, salary, commission, and any combination.

Repeat this for every staff member until each one has at least one Pay Type assigned.

💡 Tip: It’s common for some staff to have more than one Pay Type (for example, one hourly and one commission).

✅ Before You Run Your First Payroll

Here are a few final checks to make sure everything’s ready:

Confirm all staff are assigned correctly:
Go to Billing > Payroll > Account > Pay Types.
For each Pay Type, you’ll see how many staff members are assigned to it.
This is a great way to double-check that the numbers match your expectations — for example, “I expected to see 10 staff, and I see 10.”
Triple check the names of your Pay Types before your first payroll. Once you’ve run payroll, you won’t be able to edit those names.
Verify everything appears when you run payroll:
When you go to run payroll, you should see a separate column for each Pay Type you’ve created.
If you don’t see one you expect for a staff member, try refreshing the page.
If it’s still missing, it usually means that Pay Type hasn’t been assigned.
Just go back to the staff member’s Payroll > Pay Types section, assign it, and then return to the payroll run.

❓ Frequently Asked Questions

Can staff have more than one Pay Type?

Yes! Many clinics have staff who wear multiple hats.
For example, a staff member might earn Hourly Compensation for admin work and Regular Commission for practitioner sessions. When you run payroll, both Pay Types will appear, and you’ll be able to enter the right values for each.

How should I set up a commission or service split?

If your practitioners earn a percentage of collected billings (for example, 80% of what they bring in):
- Choose Regular Commission as the system default.
- Give it a clear, descriptive name like Service Split Compensation (that’s what your staff will see on their pay stubs).
- Save it, then assign it to the appropriate practitioners via Staff > [Staff Name] > Payroll > Pay Types.

🧮 When you run payroll:
Open your Compensation Report in another tab, and copy/paste each practitioner’s totals into Jane.
Jane doesn’t automatically pull these numbers in — you’ll enter them manually each pay period.

How should I set up hourly staff?

For admin or support staff who are paid hourly:
- Select Hourly Compensation.
- Give it a clear name like Admin (Hourly) or Front Desk (Hourly).
- Assign it to each relevant staff member.

If a staff member earns different hourly rates (for example, one for admin work and one for bookkeeping), create two separate Pay Types using the Hourly Compensation default, each with its own name.

💡 Tip: If you don’t have one default hourly rate for all staff, you can leave the default blank and set each person’s rate directly in their Staff Profile when assigning the Pay Type.

How do I set up an Owner’s Draw?

There is a system pay type called Owner’s Draw that you can use!

When assigning the Owner’s Draw pay type to your staff profile, you can enter a default amount. That amount will automatically populate each time you run payroll — making it easy if you take the same draw every period. You can still adjust it on the fly if you’d like to draw more or less in a given pay period, but setting a default means there’s no extra work when you actually run payroll.

Can I rename a Pay Type later?

Not after you’ve run your first payroll.
That’s why we recommend creating your own custom versions of Jane’s defaults — so you can name them exactly how you want from the start.

Why are there so many Pay Type defaults?

Each system default handles taxes and deductions a little differently.
This only matters for employee pay — contractor pay is unaffected.
If you’re paying employees and aren’t sure which default to use, please reach out to our team — we’ll help you choose the right one.

Can I set up a Pay Type to automatically link to the Compensation Report or Timesheets?

No — Pay Types don’t automatically link to the Compensation Report or Timesheets.

If you pay staff an hourly rate, you’ll enter each staff member’s rate when you assign their Pay Type.
Then, when you run payroll, you’ll just let Jane know how many hours they worked, and Jane will calculate how much they should be paid — and, if they’re an employee, how much to deduct.

The same goes for salary: once you’ve entered a staff member’s salary rate, Jane will calculate their pay automatically each period.

If you’re paying out commissions or using Timesheets to track hours, you’ll still need to run those reports in Jane separately to find out what each staff member should be paid.
Those totals aren’t automatically pulled into Jane Payroll at this time.

We know this kind of automation would make payroll even smoother — it’s something we’re exploring for the future.

Why can’t I edit my Pay Type?

There are a couple of common reasons this might happen:

You’re using one of Jane’s system defaults.
If you didn’t assign a custom name when you created the Pay Type, you’re using one of Jane’s built-in defaults. These can’t be renamed.
If you’d like to use your own naming, simply create a new Pay Type and give it a custom name when you set it up.
You already have a payroll in progress.
If you’ve started your first payroll run (even just to preview it), that counts as an “in-progress” payroll.
You’ll need to delete that in-progress payroll, refresh, and then you’ll be able to edit your Pay Types again.
This can happen during onboarding if you click Run Payroll early just to take a look — no harm done, just delete it and refresh.

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