As part of entering general information for a new employee, you must enter job and compensation-related information.
The Job info section of the employee profile contains sensitive information about the employee’s job including compensation information. Businesses often use third-party software to manage employee payroll and require several details from Zenoti to be able to do so. Inevitably, such businesses make frequent updates to employee profiles that impact payroll calculations.
To help streamline payroll management, you can see the Effective from date for specific payroll-related fields that are versioned. These fields are Job, Salary, Overtime, and Request Therapist Bonus.
Note that if you update the Effective from date for any of these fields that are versioned, Zenoti updates the other versioned payroll-related fields automatically. For example, if you change the Hourly rate or the Salary field on say, 31 Jan, the other payroll-specific versioned fields also show the Effective from date as 31 Jan.
You can backdate the Effective from date up to a maximum of two payroll periods. For example, if the current date is 1 Feb and the two previous payroll periods were 18-24 Jan and 25-31 Jan, you can backdate the Effective from date 18 Jan to 31 Jan.
However, if a payroll lock is in place, the dates to which you can backdate are limited. Consider the same payroll period as above. Now assume the payroll period 18-24 Jan falls under the payroll lock, this will mean that you can backdate the Effective from date to any date after 24 Jan (till the current date) only.
We’ve also provided options to track history and see an audit trail of changes made to an employee’s record. As a business owner, you can use this information as a handy reference tool to troubleshoot payroll-related issues, answer questions regarding payroll from employees, and more.
Tip: If you want to prevent some managers from seeing sensitive job-related information, ensure the permission, Job information is not selected (Admin > Organization > Security Roles > Name of security role > Permissions tab > Employee Manager > Job Information).
Managers who do not have this permission will not be able to view the Job Info section (in the employee profile) and the Job column in the Manage Employee page.
Follow these guidelines to enter job-related information:
Job: Select the Job of the employee from the drop-down list.
Example: Therapist, beautician, stylist.
You can see the Effective from date next to this field. Any change you make to this date reflects on the other specific payroll-related fields that are versioned such as Salary, Overtime, and Request Therapist Bonus.
Tip: If you do not find the Job you are looking for, an administrator must create the Job from the Organization level from Employee > Employees > Jobs.
Designation: Select the designation of the employee - the options you see depend on the Job you select.
Example: Senior therapist, Junior beautician.
Company Name: Enter the name of your company.
Mandatory break ___ mins per day: Enter the number of minutes for which you want the employee to take a mandatory break. Labor laws require that you give mandatory breaks to employees. Example: 45 minutes or 60 minutes.
Select Employee Work Tasks: Click Select work tasks to assign work tasks (and pay rates) to the employee. Work tasks include tasks employees must perform – their regular tasks (or the primary task is pre-selected for an employee) and any other tasks such as Training and Inventory tracking.
Important: You will see this option only if your business has configured Work Tasks.
Max Work Hours: Enter the maximum number of hours you expect the employee to work in a payroll period. A payroll period is the frequency of the payroll (the frequency of how often employees are paid). Typically, payroll periods may be:
- Bi-weekly (every two weeks)
- Semi-monthly (twice in a month)
Example: Considering an employee works for 8 hours a day, 5 times a week, the total working hours for the week are:
8x5= 40 hours in a week.
A year has 52 weeks.
Therefore, 40x52 = 2080 hours in a year.
Enter the number of maximum working hours based on the payroll period you follow:
a) Weekly (Paid 52 times a year) is 2080 hrs / 52 times = Maximum 40 hours per pay period
b) Bi-Weekly (Paid 26 times a year) is 2080 hrs / 26 times = Maximum 80 hours per pay period
c) Semi-Monthly (Paid 24 times a year) is 2080 hrs/ 24 times = Maximum 86.67 hours per pay period
d) Monthly (Paid 12 times a year) is 2080 hrs / 12 times = Maximum 173.33 hours per pay period
Target Revenue: Enter the monthly target revenue for the employee. The target revenue is the sum of revenues an employee generates in the form of performing services, and selling products, memberships, packages, and gift cards. You can track employee performance against this target revenue.
Example: Suppose the target revenue for an employee is $1500 in a month and the employee is able to achieve only $400, then managers and other owners can track this below average performance in Employee Performance reports. This will help the employee and the management to find ways to encourage the employee to do better in the future.
Vacation Days: Enter the number of days - vacation days such as sick leave, casual leave that the employee can avail. The number of days you enter here is considered to calculate leave losses and leave gains through attendance categories. This is not a mandatory field.
Special Leave Days: Enter the special day leaves in a month that the employee is eligible for such as compensatory off or birthdays, wedding anniversaries if your organization has such a policy.
Start Date: Enter the start date of the employee in your organization. This is usually the date when the employee joins your organization.
End Date: Enter the end date of the employee in your organization. This is the last date or the date on which the employee leaves your organization.
Tip: It is a best practice to enter an end date to the employee record rather than deleting the employee record. After the end date, the employee will no longer have access to Zenoti or the employee and manager apps. Retaining employee records in this way is a good practice because you can always network with employees even after they have left. You can reach out and let such employees know of any vacancies and ask them for references of people who may want to join. If an old employee re-joins your organization, it is best to create a new employee record (rather than use the existing employee record) to ensure that all reports reflect the current data such as leaves, schedules, payroll, commissions.
Tenure Start Date: Enter the tenure start date of the employee in your organization.
Example: Your company may have a probation period of 2 months. That is, an employee may get their employment confirmation after two months of working with the company. Similarly, you may have an extensive training and induction period of 3 months - employees who complete this training get their employment confirmation only at the end of this period. For instance, if the Start date was 15-10-2021 and the probation period is 2 months, then the Tenure Start Date will be 15-12-2021.
Employee booking interval: Set the booking interval in minutes for the provider. Zenoti will consider this booking interval, and show booking slots on Appointment Book and Booking Wizard.
Salary: Enter the salary of the employee. There is no interdependency between the salary you enter here and the other fields such as Hourly Rate and Overtime. Zenoti provides these fields to offer flexibility and also to track numbers in related reports.
You can see the Effective from date next to this field. Any change you make to this date reflects on the other specific payroll-related fields that are versioned such as Job, Overtime, and Request Therapist Bonus.
Hourly Rate: Enter the amount you pay per hour to the employee if your organization uses this method to pay employees. Else, you can leave this field blank. There is no interdependency between the hourly rate and the other fields such as Salary and Overtime. Zenoti provides these fields to offer flexibility and also to track numbers in related reports.
You see the option Define Hourly rate by work tasks if your organization has enabled and set up work tasks for your business. Here, you can set up the hourly rate for different work tasks.
Overtime: Enter the overtime rate you pay the employee, if applicable.
You can see the Effective from date next to this field. Any change you make to this date reflects on the other specific payroll-related fields that are versioned such as Job, Salary, and Request Therapist Bonus.
For overtime pay (OT) pay we use a blended rate.
Include in payroll: Clear this check box to exclude the employee from payroll.
At times, employee profiles may be created for reasons other than to record job duties - such employees need not figure on payroll reports.
Request Therapist Bonus: Define a fixed amount as a bonus each time a guest specifically requests for this employee as a Requested Therapist.
You can see the Effective from date next to this field. Any change you make to this date reflects on the other specific payroll-related fields that are versioned such as Job, Salary, and Overtime.
Commission: Select this check box Eligible for additional commission bonus if you want to award the employee an additional bonus over and above the commissions defined at the item level or at the job profile level. You can configure employee additional commission bonus as a:
- Flat Amount for each service the employee performs
- Percentage of service commission for each service