Welcome to PayFit!
We’re delighted to have you on board!
This guide will walk you through your onboarding journey, from setting up your account and adding employees, to running your first payroll with confidence.
Your implementation journey will be divided into a few key phases. Each phase has its own dedicated article with a checklist to help you stay organised and keep track of the tasks required.
Kicking off your implementation
Creating your PayFit UK account
You’ll receive an email with a link to create your PayFit account. Follow the instructions in that email to access your new PayFit workspace.
If you already have a PayFit account under a different company or country (e.g. France or Spain), simply log in with your existing credentials, you’ll then see your new UK account with 0 employees ready to be set up.
Adding another administrator or accountant
If you’d like to add another administrator or accountant to your PayFit app:
Go to Access & Emails on the left-hand side menu.
Select Administrators.
Click Create Account.
Follow the on-screen steps to assign either Admin Access or Accountant Access.
Tip: Click on the role name at the top of the screen to view details about each access level before assigning.
We’ve listed the next steps below, each linked to the relevant guide to help you progress smoothly:
Setting up your PayFit Account
Parallel run (Not applicable if straight to live)
Once all the above steps are complete, you’ll be ready to process your first live payroll in PayFit! 🎉
Running your first payroll
Our team will support you through your first live payroll to ensure everything runs smoothly.
Once your first payroll is successfully processed, your onboarding is complete and you’ll be ready to manage future payrolls independently. 🚀
Tips for Your First Live Run
Entering Changes: Input payroll changes using the same process you were taught in your training, if you need a refresher you can revisit the training videos at any time.
Reviewing Updates: Use the Monthly Changes section to review any updates you’ve made. The Salary and Variations Report is especially helpful for identifying differences in net pay compared to the previous month.
Required Actions: To remain compliant, the system highlights required actions. These appear in the top-left corner with a red dot and must be resolved before running payroll.
Payslip Validation: For individual payslip checks, use the Payslip Validation feature. Once reviewed, toggle the status to “validated.” If any changes are made afterward, the status will automatically revert to “to be validated.”
Payroll Journal Setup: If you would like PayFit to produce a payroll journal for you, make sure to set this up before running your first payroll. Setting up your journal.
If you are running a parallel with us, this setup will be completed as part of that process.
Bank File Payments: If you’re using a bank file, make sure all employees’ payment methods are set to bank file rather than manual transfer. This ensures all payments are included correctly when payroll is run.
BACS payments: Allow 3 working days before payday to ensure there is sufficient processing time for payments to be made.
Telleroo payments: Payroll must be processed 1–2 full working days ahead of payday.
Employee Access & Payslips: This is the ideal time to give employees access to the system so they can log in and view their payslips once payroll has been completed.
Payslips are generated as soon as payroll is run and are immediately visible to employees in their portal.
✉️On payday, you can set up employees to receive a proactive email notification letting them know their payslip is ready to view.
If this setting isn’t configured, employees will still receive a notification as soon as payroll is run, informing them that their payslip is available in the portal.
We recommend granting access to the employee space around one week before payday. For step-by-step guidance, see this guide:
For a step-by-step walkthrough of running your first payroll, use this guide:
If a mistake is made, you can revert payroll up to one day before payday:
Useful links and resources
Popular articles
Telleroo set up (if applicable)
Ongoing support
Use the chat bot (purple dot in the bottom-right corner of the app) for quick help.
Visit the PayFit Help Centre for step-by-step guides and FAQs.
For more complex queries, raise a support ticket - our team will get back to you as soon as possible.
Visit the PayFit Academy page for our learning courses.
You’re all set to run payroll with PayFit!
We’re thrilled to have you with us! Welcome to the PayFit community. 💙