This guide explains the Payroll Calendar — a visual tool for tracking pay dates, processing deadlines, pay periods, and upcoming reminders.
Getting to the Payroll Calendar
- Open the client you want to work with.
- In the left sidebar, under Payroll, click Calendar.
The Payroll Calendar Page
Calendar View (Left Panel)
The main calendar grid shows one month at a time. Each day cell displays:
- The day number (today is highlighted in blue).
- Colored event badges for any payroll events falling on that day.
Use the left and right arrows next to the month name to navigate between months. Click Today to jump back to the current month.
Pay Group Filter
At the top right, use the Pay Group dropdown to filter the calendar to a specific pay group, or choose All Pay Groups to see everything.
Calendar Events
Four types of events appear on the calendar, each with a distinct color:
| Color | Event Type | Meaning |
|---|---|---|
| Green | Pay Date | The day employees are paid |
| Blue | Period Start | The first day of a pay period |
| Orange | Period End | The last day of a pay period |
| Red | Processing Deadline | The deadline to submit and approve time for a given pay period |
Each event badge on the calendar shows an icon and a short label. Hover over any badge to see the full description, including which pay group it belongs to.
Legend
Below the calendar grid, a legend bar shows all four event types with their colors for quick reference.
Sidebar Panels (Right Side)
Upcoming Pay Dates
Shows the next five pay dates across all pay groups (or the filtered group). Each entry displays:
- Date — formatted for your locale.
- Pay Group Name — which group the pay date belongs to.
- Day of Week — displayed as a badge (e.g., "Fri").
If no upcoming pay dates exist, you will see "No upcoming pay dates."
Upcoming Reminders
Shows the next five scheduled reminders from the Reminders module. Each reminder shows:
- Reminder Name — the title you assigned.
- Scheduled Date — when the reminder is set to trigger.
- Type Badge — Payroll Due, Time Entry Due, Remittance Due, Tax Filing, WCB Report, Year End, or Custom.
If no upcoming reminders are configured, you will see "No upcoming reminders."
✓ Tip: Click any reminder to jump to the Reminders page where you can view and manage all reminders.
This Month
A quick stats panel showing:
- Pay Runs — how many pay dates fall in the currently displayed month.
- Pay Groups — how many active pay groups you have configured.
How the Calendar Uses Pay Groups
The calendar reads your pay group configurations and projects pay periods forward automatically:
- For each active pay group, the system calculates pay period start, period end, pay date, and processing deadline.
- The calendar fetches three months of data at a time (the current month plus one month before and after).
- As you navigate between months, the calendar loads additional date ranges as needed.
ℹ Info: Calendar events are calculated from your pay group's schedule settings (first pay date, pay frequency, and processing days before). Make sure your pay groups are configured correctly for accurate calendar projections.
Using the Calendar for Planning
The Payroll Calendar helps you:
- See at a glance which days are paydays across all your pay groups.
- Plan your workflow — know when processing deadlines fall so you can submit and approve time entries on time.
- Avoid missed deadlines — the red processing deadline badges give you a clear warning of cut-off dates.
- Coordinate with reminders — upcoming reminders in the sidebar give you additional context for upcoming tasks.