Operations

Payroll

Payroll turns your crew's rates and schedule into pay: an estimate from who is assigned to which shows, actual pay from their clock-in and clock-out times, and a CSV export for your payroll processor. In the left menu, under Operations, choose Payroll. It is for Owner, Company Admin, Finance and Legal seats; Tour Manager, Ops, Coordinator and View only seats do not see it unless a Company Admin gives them access. If Payroll is not switched on for your company, it does not appear.

How do I set up a crew member's pay?

1. Open Crew and add or edit the crew member.
2. In the Payroll part of the form, pick the Pay class: W-2 employee or 1099 contractor.
3. Enter their Payroll ID (the number your processor knows them by, for example their ADP employee number).
4. Enter their Default rate and its Rate type: Hourly, Daily, Weekly, Monthly, Per show or Flat.
5. Save the crew member.

The Payroll fields only show for seats that can edit Payroll.

How do I give someone a different rate for one tour or show?

1. In Payroll, choose Crew rates.
2. Under Add a rate override, pick the Crew member, the Type and the Amount.
3. Pick the Scope: all tours and shows, a Specific tour, or a Specific show.
4. Set Effective from and Effective to if the rate only applies for a time.
5. Choose Add rate.

The most specific rate wins: a show rate beats a tour rate, which beats the crew member's default rate. The ✕ on a rate deletes it.

How do I estimate payroll from the schedule?

1. Pick the Scope: the whole tour or one show.
2. Check the Estimate preview, which updates live from the crew assigned to shows and their rates. It shows each crew member, department, rate type, work date, show, rate, hours, gross and whether the rate is a default or an override.
3. Choose Estimate from schedule and confirm.

GigOps saves the estimate as entries under Generated entries and updates the payroll budget line on each show. Running it again replaces draft and approved estimates in that scope; exported and locked entries are kept. Hourly estimates use the Default shift hours in Settings.

How do I work out actual pay from the clock?

1. Pick the Scope.
2. Choose Actuals from clock and confirm.

GigOps works out each crew member's hours from their clock-in and clock-out times (from GigOps Crew or the Time Cards in Crew) and saves actual pay entries. If a punch is missing or does not pair up, a warning box lists the crew members and the problem; review them before you export. Running it again replaces draft and approved actuals in that scope. In VenueOps, hours on a shift that is not on an event (box office hours, for example) are included when the scope is the whole company, as entries with no show.

How do I approve payroll entries?

Under Generated entries, use Basis to pick Actual (clock) or Estimate (schedule), and From and To to set the date range. Then, on each entry:

• Approve moves a draft entry to approved.
• Unapprove puts it back to draft.
• Mark exported records that it went to your processor. Exported entries are locked and can no longer change.

How do I export payroll for my processor?

1. Set Basis, From and To.
2. Pick the Export format: Generic CSV, ADP, QuickBooks or Paylocity.
3. Choose Export W-2 for employees, or Export 1099 for contractors.

A CSV downloads in that processor's usual import layout. Hourly pay is sent as hours; other pay as a flat amount. Check the column names against your processor on the first import.

By default the export takes every entry in the range, drafts included, and does not change them; use Mark exported once the run is done. To export approved entries only, turn on Export approved entries only, and mark them exported in Settings: the export then takes the approved entries and marks each one exported as the file is made, so they are locked and the next export does not take them again. Approve the entries you want to pay first.

Is there a record of payroll changes?

Yes. Every export, every crew rate added, changed or deleted (with the old and new amounts), and every run of Estimate from schedule or Actuals from clock (with how many entries it made and their total) is written to your company's audit trail with who did it and when. There is no screen for the trail yet; a Company Admin can ask GigOps Support for it.

What are the payroll settings?

Choose Settings to set:

• Default shift hours: the hours an hourly estimate assumes for a show day.
• Rounding (min): how clock times are rounded for actuals.
• Meal deduction (min) and Meal threshold (hours): an unpaid meal break taken off shifts longer than the threshold, on days nobody punched breaks. On a day with break punches, the meal breaks actually taken come off instead (rest breaks are paid), and a day past the threshold with no meal break of at least the deduction's length is marked missed meal.
• Default export format: the format the export picker starts on.
• Export approved entries only, and mark them exported: off by default (see the export above).
• Pay dark days for daily, weekly and monthly crew: see dark days below.

How are dark days paid?

A dark day is a day on the road with no show: a travel day or a day off between shows. GigOps pays it only for crew whose days on the road you have set:

1. Open Crew, choose Assign on the crew member, and open the Tours tab.
2. Under the tour, set On the road to the first and the last day they are out, and choose Save dates. Clear both and save to remove them.
3. In Payroll > Settings, keep Pay dark days for daily, weekly and monthly crew ticked (it is on unless you turn it off).

Each day inside those dates on which the crew member has no show (on any tour) and no time off booked is a dark day. It is paid at their daily rate, or a seventh of a weekly rate or a thirtieth of a monthly rate, the same share a show day gets. Crew on hourly, per-show or flat rates are paid for work only, so they get no dark days, and nobody gets them without dates. A day covered by two tours' dates is paid once.

Estimate from schedule adds the dark days as entries that say Dark day where the show would be, and keeps their total on its own Payroll: dark days line in the tour's budget. Actuals from clock adds the dark days up to today that have nothing clocked. Estimating one show leaves dark days out, since they belong to the tour. The exports carry them like any other entry, with Dark day in the show column.

What do the cards at the top mean?

Estimated total is the gross of the live estimate for the scope. Crew · days is how many crew-day lines it has. W-2 employees and 1099 contractors count the people in it by pay class.

In VenueOps, an hourly estimate for a crew member on an event uses the length of their scheduled shift when it has an end time, instead of the default shift length.

Can payroll pay overtime?

Yes, if you turn it on. Choose Settings, tick Pay overtime, and set:

• Overtime after (hours a week) and Week starts.
• Overtime after (hours a day) and Double time after (hours a day), if your rules have them (0 turns one off).
• Overtime rate and Double time rate (1.5 and 2 times pay by default).

It applies to W-2 crew on hourly rates, in estimates and in actuals; 1099 contractors and daily, show or flat rates stay as they are. Hours over the daily thresholds count first, then straight hours past the weekly threshold, never twice. The week is counted across all of a person's shows and shifts, even when you generate one show. Entries show their overtime next to the hours (for example 10 (2 OT)), and the exports carry it: extra columns in Generic CSV, O/T Hours and double time (code D) in ADP, separate Overtime and Double Time lines in QuickBooks and Paylocity. Choose Actuals from clock again after changing the settings. With overtime off, every hour is straight time, as before.

Can overtime follow state rules, or different rules at each venue?

Yes. With Pay overtime on, choose the Overtime rules:

• Custom thresholds: your own numbers, as above.
• Weekly only (over 40 h at 1.5x): straight hours past 40 in the payroll week at time and a half, nothing daily.
• California: over 8 hours a day at 1.5x and over 12 at 2x; straight hours over 40 a week at 1.5x; and on the seventh day worked in a row in the payroll week (every day of it worked), the first 8 hours at 1.5x and the rest at 2x.

Under By venue, a venue can follow other rules than the company's (a California room in a Nevada company, say). Hours are paid under the rules of the venue they were worked at, while a crew member's week still counts every venue. Each entry keeps the rates it was paid at, so the QuickBooks and Paylocity lines show California's 1.5x even when your own overtime rate is different. The schedule's labor cost and its overtime flag follow the same rules.

For example, $20 an hour in California for 13, 10, 8, 8, 8, 6 and 10 hours Monday to Sunday: Monday is 8 straight, 4 overtime and 1 double time ($320); Tuesday 8 and 2 overtime ($220); Wednesday to Friday 8 straight each (40 for the week); Saturday's 6 hours are past 40, so overtime ($180); Sunday is the seventh day in a row, 8 overtime and 2 double time ($320). The week is $1,520.

What is the meal premium?

Under California's rules, a day of more than 5 hours of work with no meal break of 30 minutes starting by the end of the fifth hour earns the meal premium: one hour at the crew member's regular rate (one a day, for hourly W-2 crew; a 1099 contractor's missed meal is flagged with no premium). GigOps works it out from the break punches on the time clock; under California's rules no meal is assumed when nobody punched one, so the fixed deduction is not taken. Entries show meal premium or missed meal next to the hours, and the exports carry it (a Meal Premium Hours column in Generic CSV, a Meal Premium line in QuickBooks, earning code MEAL in Paylocity, Earnings 3 PRM in ADP). Outside California a missed meal is flagged, with no premium.

How do union premiums work?

Choose Settings, then Union premiums. Each premium has a Name, applies to a Department, a Position or both (empty is anyone), at one Venue or every venue, and pays any of:

• Percent on top: a percentage of the day's pay (with its overtime).
• Flat a day: an amount for each day worked, once a day however many shifts.
• Call minimum (h): an hourly day shorter than this (all of the day's shifts together) is paid as this many hours (the hours count toward overtime).

Every matching premium adds up; the longest call minimum stands. For example, riggers with a 4-hour call minimum and 10%, plus $25 a day for production: a 3-hour rigging call at $30 is paid as 4 hours ($120), plus $12 and $25, so $157. Entries show the premium next to the hours, the schedule's labor cost includes it, and the exports carry it (Premium and Premium For columns in Generic CSV, a Premium line in QuickBooks, earning code PRM in Paylocity and Earnings 3 PRM in ADP). Choose Actuals from clock again to apply a new premium.

Why is the estimate empty?

The estimate needs crew assigned to shows (in Crew) and a rate for them (a Default rate on their crew profile, or a rate under Crew rates). A crew member with no rate shows no rate in red.

Can crew see their pay?

No. GigOps Crew does not show payroll. Crew clock in and out in GigOps Crew, and those times are what Actuals from clock uses.

Why can't I see Payroll?

Payroll is for Owner, Company Admin, Finance and Legal seats by default. A Company Admin can open it for another person under Users & access > Team > Access. If Payroll is not switched on for your company, it does not appear for anyone.