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Welcome to our step-by-step guide for onboarding staff to Jane’s Payroll. Feel free to skip forward to a section below, or check out our video walkthrough above. ⤴️
Step 1: Create a Staff Profile
If you’re onboarding a new staff member who doesn’t have a profile in Jane yet, start by creating one in Staff > New Staff Member.
For a detailed walkthrough, check out our guide on creating a staff profile.
If the staff member already has a profile, you can move on to step 2.
Step 2: Add Staff to Payroll
An Account owner or Full Access user can head to Billing > Payroll > Staff, and click the blue Add staff to payroll button.
Click the checkbox next to the staff member you’re adding, choose their contract type and click Add Staff to save your changes.
Step 3: Staff Completes Payroll Setup
The staff member you’ve added will receive an email prompting them to complete their payroll setup, or they can head directly to the payroll tab in their staff profile and click the blue Get started button.
They’ll have three sections to complete:
- Personal Information
- Tax Withholding Information, including information from their TD1 federal form and a TD1 provincial form for the province where they work. Check out our guide on Supporting Your Employees With Tax Information in Jane Payroll for more info.
- Direct Deposit or Payment Method
Step 4: Account Owner Completes Setup
Once the staff member has finished entering their information in Step 3, the Account owner or Full Access user will head back to Billing > Payroll > Staff and click Complete Setup next to the staff member’s name.
Contracts: Fill in the Hire Date and Overtime eligibility.
Pay Type: Indicate how the staff member is paid. For example, commission, hourly, or flat fee.
- Choose the appropriate Pay Type from the list.
- If the Pay Type includes a rate (like hourly or salary), this is where you’ll enter the staff member’s rate and save your changes.
Step 5: Update Pay Group
Almost done! Head to Billing > Payroll > Account and select Edit next to Pay groups.
Select Manage workers next to the pay group you would like to add this staff member to.
Search for and select the staff member, and then save your changes.
Step 6: Confirm staff member’s status
Last step! Head to Billing > Payroll > Staff and check that the staff member has a green Ready badge next to their name. All done!