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Getting started¶

This checklist takes you from an empty account to your first payroll run. Work through it in order; each step links to the detailed guide.

Before you start¶

• A 4Geeks account with access to the Payroll module.
• The admin role on your workspace (guests have read-only access — see Settings).
• A payment method on file (required before you can add employees).
• Your list of employees and/or contractors.

1. Add a payment method¶

1. Open Payroll → Employees.
2. If no payment method is set, an amber Payment Method Required banner appears.
3. Click Go to Billing Settings (or go to Settings → Billing & Payments).
4. Add a card and save it.

Once a payment method exists, the Add Employee and Import CSV buttons become active.

2. Configure your company¶

Go to Settings and complete:

• Business Profile / Business — legal name, tax ID, address, contact details and timezone. The timezone is important: attendance, timesheets and overtime are calculated in the organization’s timezone.
• Branding — upload your company logo (PNG/JPG/WebP/SVG, max 2 MB). The logo is used in payroll PDFs, payslips and generated documents.
• Preferences — interface language (English, Spanish, Portuguese).

Settings

3. Review Payroll settings¶

Go to Settings → Payroll → General and set your defaults:

4. Create stations¶

Stations are the work locations used to group attendance, timesheets and payroll.

1. Go to Payroll → Stations.
2. Click Add Station, give it a descriptive name (for example building-outdoor-1) and pick a color.
3. Repeat for each location.

Stations

5. Create work shifts (optional but recommended)¶

Shifts define schedules, breaks, rest days and shift categories. They drive the automatic split between regular and overtime hours.

1. Go to Operations → Work Shifts → Shifts.
2. Click New shift and configure name, type (fixed/rotating), times, break duration, category and rest days.
3. In Compliance, click Load All Country Presets to seed the labor rules for your countries.
4. In Assignments, assign employees to shifts.

Work Shifts

6. Set up tax & compliance¶

1. Go to Settings → Payroll → Tax & Compliance.
2. Click Setup Country Compliance and choose each country where you have workers. Preset countries load employee deductions and employer contributions automatically and import the current-year holidays.
3. Review the generated rules, or add manual tax rules for countries without a preset.

Tax & Compliance

7. Add your people¶

You can add employees one by one or import them in bulk.

1. Go to Payroll → Employees.
2. Click Add Employee and fill in the form, or click Import CSV to upload a file.
3. Each new employee receives a magic-link invitation to the employee app automatically.

Employees and contractors

8. Upload FaceID photos (optional)¶

If you use the FaceID kiosk, each employee needs at least 3 usable photos to be enrolled.

1. Open an employee and go to the Photos tab.
2. Upload frontal photos (PNG/JPEG/WebP, max 5 MB each, up to 10).
3. Set one as Primary; the app shows a Ready for FaceID badge when enrollment is possible.

FaceID kiosk

9. Collect time and attendance¶

Attendance can come from the FaceID kiosk, the employee app (GPS), or manual/bulk entry. Monthly timesheets are generated automatically from attendance.

1. Employees clock in and out, or you add records.
2. Go to Payroll → Timesheets to review and approve.
3. Review detected overtime in Payroll → Overtime.

Time tracking · Overtime

10. Run your first payroll¶

1. Go to Payroll → Runs and click Run Payroll.
2. Choose the pay period (and optionally a station).
3. Review the calculated preview, adjust hours or amounts if needed.
4. Click Save Draft to keep working, or Finalize & Run to generate payslips.
5. Find the generated payslips in Payroll → Payslips.

Payroll runs · Payslips

Related¶

• Payroll runs
• Tax & Compliance
• FAQ

Still have questions? Ask on Discord or explore the tutorials.