Add Employees & Contractors to Payroll
To add employees and contractors to your Payroll:
Click on the Payroll tab in the navigation bar at the top of your Housecall Pro account.
Depending on the size of your browser window, you may need to select More, then Payroll from the drop-down.
Next, select Employees & contractors from the menu on the left and click the blue Add team member button in the top right corner of the page.
Select an existing team member, or select the New team member option, then click Add in the "Add team member" window.
Enter the required information: Date of birth, employment type, start date, address, and employee/contractor full name.
Click Save in the top right corner once completed.
📌 Note: If you don't run payroll for this employee or contractor, leave all of their payroll fields empty, and they will not be processed for payroll. Doing so will exclude them from your monthly payroll bill.
Once saved, your team member will show up in Payroll → Employees & contractors.
If needed, you can request the Payroll Admin permission for your team member by reaching out to our Chat Support team via the Blue Chat Bubble in your Housecall Pro account.
📖 Help Article: For more information about Payroll Admins, check out "Controlling Payroll Access" in the HCP Help Center.
Send an Onboarding Link to Employees & Contractors
The Payroll onboarding link will allow your employees and contractors to enter their direct deposit information and social security number, and select their withholdings.
Repeat this process for any Employee or contractor who needs to be added to the payroll.
To send the Payroll onboarding link to employees & contractors:
Click on the Payroll tab in the navigation bar at the top of your Housecall Pro account, then select Employees & contractors from the menu on the left.
Depending on the size of your browser window, you may need to select More, then Payroll from the drop-down.
Locate the profile of the employee you need to send the onboarding link to and click Details on the far right.
Click Send in the top right corner on the yellow banner of your team member's Payroll profile. The onboarding link will be automatically sent to the email address the employee or contractor has set up on their profile, and you're all set!
Why can't I see the date of birth or the last 4 digits of my employee's SSN in their profile?
When onboarding your employees/contractors to payroll, we require their date of birth (DOB) and SSN to complete their profiles. Once provided, we send the information directly to Check (our payroll partner) to complete the onboarding, but we don't store a copy on our servers.
For this reason, you'll only see asterisks in place of the DOB and SSN. This is done to visualize that this info was provided earlier, but we can't (and don't need to) retrieve it.
When editing a team member's profile, providing new values for their DOB or SSN will overwrite the existing ones.
Employee & Contractor Onboarding Statuses (Blocking/Needs Attention)
Wondering why your employee is still showing as "Blocking" or "Needs Attention" in Payroll, even after setup? No worries! Here’s how you can quickly check what’s missing and get it resolved in just a few steps.
By following this process, you can retrieve the required employee or contractor link without it expiring after 24 hours. Let’s make sure your team is all set for payday!
To check the reason why the employee or contractor status is still displayed as needs attention or blocking status:
Go to Payroll > Employees & contractors.
Hover your mouse over an employee's current Onboarding status (could be Needs attention or Blocking), and the list of missing information for the employee or contractor will appear.
If an employee's or contractor's onboarding is not yet complete, here is how you can obtain the link directly from the Payroll Solution:
Go to Payroll > Employees & contractors.
Locate the profile of the specific employee you need to send the link to, and click Details to the far right.
A yellow banner will be displayed at the top of the page if the onboarding status is still incomplete.
Click Send on the profile information under Payroll Onboarding Status.
Once you've clicked Send, they will receive the onboarding link in the email they have set up on their profile.
How to Delete / Archive an Employee Profile
You can easily delete an employee profile from your Housecall Pro account by following these steps:
First, navigate to your 'Account Settings' by clicking on the gear icon in the top right corner of your Housecall Pro account.
Next, select 'Teams & permissions' located on the left side navigation menu.
Click on the gray pencil icon to the right of your screen for the employee who you would like to delete.
❗Important: Before archiving/deleting an employee, add the word "archived"
to the beginning of their email address and save the changes. This will allow that user's email address to be released from the system (example: archivedjohnsmith@gmail.com).
Next, click on the trashcan icon in the top right corner of the "Personal details" page, to the right of the 'Remote Logout User' button.
A pop-up window will appear to confirm the change.
On the bottom part of the page, choose ( Exclude in Payroll ) for the employee to be removed from the Payroll admin page.
Click the 'Archive Employee' button to confirm. The profile will be deleted immediately, and you will return to the employee list.
After deleting an employee's profile, the employee:
Will not be removed from any future or past jobs that they are assigned to.
Will be logged out of your Housecall Pro account and will not be able to log back in unless your employee access is restored.
📌 Note: Archiving an employee profile will not remove any additional logins from your plan.
How to Terminate an Employee or Contractor in Payroll
If you need to remove an employee or contractor from your payroll, you can do so quickly through your dashboard. Follow the steps below to complete the termination process.
To Terminate an Employee or Contractor:
Go to Payroll > Employees & contractors.
Select the employee or contractor you want to terminate.
In the upper-right corner, click Remove from payroll.
Enter the termination date, then click Remove. Once removed, the individual's profile will be automatically archived and will no longer appear in active payroll records.
Deactivate or Delete a Pay Rate for an Employee
If you need to remove an existing pay rate for one of your employees, our team can help you with that. Please follow the instructions below to get started.
To proceed with deleting or deactivating an employee's pay rate, please provide the following details:
Full name of the employee
The specific pay rate you’d like to delete
Once we receive this information, our team will take care of removing the pay rate and will notify you once the update is complete.
Need help or have questions?
We're here for you! Chat with Support using the Blue Chat Bubble in your Housecall Pro account, or give us a call at (858) 842-5746.