9 minutes

Adding members to the payroll

We recommend that you ask all team members using either Wise or PayPal to set up their personal default payment accounts before you proceed with the instructions below so that the user fields (name, email, currency) can auto-populate. For Bitwage and Payoneer, you will need to add them to payroll first before they can add their user details.

Once you’ve completed the Payment Workflow and Organization-level settings sections on the Manage Payroll page, you’ll move to the Member settings section to add and configure your team.

The members table

The Members table lists all members in your organization. Each row shows a member’s current payroll configuration at a glance:

Payroll status — whether the member is ready for payroll or has missing settings
Pay info — pay rate, pay type (hourly/fixed), and pay period
Payment automation — automatic or manual, and the next payment due date
Primary integrations — which payment integration is set as primary, and the status of all integrations
Payroll adjustments, Time-off, Overtime, Work breaks — number of active policies applied
Last payment — amount and date of the most recent payment
Timesheets approval — whether approval is enabled for this member

Use the horizontal scroll to view all columns. You can filter members by pay period, pay type, integration status, and policy assignments.

Member payroll status

Before a member can be paid, certain settings must be completed. The Payroll status column shows at a glance what’s ready and what’s missing:

Status	What it means
Ready (automatic)	All required settings are complete. Member will be paid automatically on schedule.
Ready (manual)	The member can be paid manually. A payment integration isn’t required for this status.
Missing data (N)	Required settings are incomplete. Hover over the status to see what’s missing.

Required settings for automatic payroll:

Pay rate (or fixed amount)
Payment integration connected and set as primary
HRIS match (if an HRIS integration is set up at the org level)

Required for manual payroll:

Pay rate only

Setting pay rates

You can set or edit pay rates directly from the Members table, either for individual members or for multiple members at once using batch actions.

Select the member(s) you want to update
From the Batch actions banner, click Edit pay rate
Enter the new rate and effective date
Click Save

Inviting members to a payment integration

Once a payment integration is connected at the organization level, you can invite members to set up their own accounts.

Important: Organization owners can no longer enter payment credentials on behalf of members. Members must set up their own payment accounts. Hubstaff sends them an email with instructions.

Step 1

Go to Financials > Manage payroll, then click on the Member level Settings.

Step 2

Select the checkbox next to one or more members and then click Manage integrations.

Step 3

Select the payment providers to invite them to, and then define the primary payment provider. Click Save.

Step 4

You will see a confirmation message indicating that the payment integration has been successfully set up and updated for the members.

Members will receive an email with step-by-step instructions to connect their account.

Users will then need to enter their own payee account credentials for the payment integration they were invited to join. Their integration status will show as awaiting member input until they complete setup.

Payroll