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Payroll Implementation Reference

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This article is designed to provide an overview of how to implement When I Work Payroll and all the details you will need to get started.

Step 1: Complete enrollment form

Complete the enrollment form, which asks for the following information:

  • FEIN
  • Legal Name
  • Trade Name or DBA (if applicable)
  • Number of employees
  • Number of contractors
  • Current payroll provider
  • Estimated amount of money that will be paid to employees and contractors per pay period.

Step 2: Demo with Sales

Get a glimpse of how Payroll works with Scheduling and Attendance and see the value of a real-time, all-in-one solution.

Step 3: Prepare for onboarding

Ensure that your workplace is ready for onboarding by completing the following tasks:

  • In your When I Work account:
    • Enter addresses for every Schedule and Job Site.
    • Assign at least one schedule to every user profile.
    • Enter hourly rates in every user profile.
  • Collect specific information to bring to your first onboarding call with a Payroll Support Specialist:

Step 4: Payroll Support Specialist onboarding call

Meet with a When I Work Payroll Support Specialist to complete onboarding and answer any questions specific to your workplace. During the call, you will complete two links to migrate information from your current system:

Step 5: Implementation

All of your information will be submitted and reviewed. It will take at least 14 business days to process this information before your first intended pay date.

Step 6: Go live

Once all of your information is implemented Payroll will be active in your When I Work account.

Step 7: Run Payroll

Schedule your first Payroll run, which can be 2-3 days before the first pay date.

(Optional): Schedule your second payroll run, which can be 2-3 days before the second pay date.


As you work to implement Payroll for your workplace, do not hesitate to reach out to us: [email protected]

Updated on May 9, 2024

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