Add an Employee to Your Payroll – Vagaro Support

Adding an employee to your payroll requires that you have already created an employee profile for them. You will then manually enter their information into Vagaro, or you can invite them to onboard themselves using their own device on their own time. Regardless of how you onboard an employee, they will have to digitally sign a Tax Withholding form (Form W-4) and a Direct Deposit Authorization form in their own Vagaro account to be included in the next payroll; otherwise, you'll have to issue them a check each time you run payroll. Employees will also need to provide you with all their paystubs for the current tax year so you can enter their payroll information.

Tip

If you migrated your Gusto account, you can quickly map their Gusto profile to their Vagaro employee profile.

Note

Employees who are rehired as contractors will need another employee profile to be set up and associated with their payroll profile. A separate profile keeps their paperwork distinct between being that of an employee or a contractor.

It may take two to three business days for newly added employees to be verified on your payroll.

Prerequisites: This feature requires Vagaro Payroll and is available only to businesses in the US on the web, tablet, Pay Desk, and PayPro.

Invite an Employee to Fill Out Their Profile

When you invite an employee to fill out their profile, they will receive an email from Vagaro asking them to enter their personal information, select how they want to receive their payments from you, and then sign and submit their completed Form W-4.

To invite an employee to fill out their payroll profile:

Select Reports → Payroll Configuration.
Scroll down the screen to the Payroll tab.
Select Add Employee to Payroll.
In the Add Employees to Payroll popup, select the employee(s) to add to payroll, then select Add Employees. Notice that the button also shows the total monthly payroll cost as you select employees.
At the end of the row of the employee you just added, select Setup Payroll.
In the What Kind of Employee? popup, select Employee, then select Next.
In the Finish Setup popup, select Invite Employee to Fill out Profile, enter their basic information, then select Next.
In the Employee Added confirmation popup, select Done to return to the Payroll Configuration screen, then select Save.

The employee will receive an email requesting them to sign and submit their Form W-4:

Tip

If an employee who was invited to complete their payroll profile hasn't onboarded themselves by for their first pay day, you can Resend or Cancel an Onboarding Invitation to an Employee and enter their information yourself.
In the Payroll Configuration screen, set up the employee's pay:
Enter the employee's paystub information.
If you selected multiple employees to add to your payroll, repeat steps 5 to 10 to onboard the others.

Fill Out an Employee's Profile

If the employee is with you or you already have their information, you can enter their personal information, then select or enter their payment details.

To add an employee to your payroll by filling out their profile:

Select Reports → Payroll Configuration.
Scroll down the screen to the Payroll tab.
Select Add Employee to Payroll.
In the Add Employees to Payroll popup, select the employee(s) to add to payroll, then select Add Employees. Notice that the button also shows the total monthly payroll cost as you select employees.
At the end of the row of the employee you just added, select Setup Payroll.
In the What Kind of Employee? popup, select Employee, then select Next.
In the Set Up Profile popup, select Fill Employee Profile Now, then select Next.
Enter the employee's Basic Info, then select Next.
Enter the Employee's Payment Details, then select Next.
- Direct Deposit: Pay the employee by depositing their funds in their bank account. To verify that the employee owns that bank account after you enter their bank information, they must check their bank statement for two micro transactions amounts that you will need to enter in the Verify Bank Account screen. Those amounts will be credited back to their bank account within three business days.
- Check: Pay the employee with a check for each pay period.
In the Employee Added confirmation popup, select Done to return to the Payroll Configuration screen, then select Save.
In the Payroll Configuration screen, set up the employee's pay:
Enter the employee's paystub information.
If you selected multiple employees to add to your payroll, repeat steps 5 to 12 to onboard the others.

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