Pay Slip Templates — User Guide
Module: HR Payroll
Audience: Payroll administrators, HR managers
Version: 1.0.0
Last updated: 2026-07-22
Overview
A pay slip template defines who gets paid on a run and how the pay slip spreadsheet is laid out. Before you create monthly pay slips, configure at least one template with the right employees, payroll columns, and layout.
Prerequisites
- Permission: Pay slip templates → View (list) and Create / Edit (build templates).
- Payroll columns: Configure columns under Payroll → Settings → Payroll columns before selecting columns in a template.
- Employee data: Staff, departments, and roles must exist in the system for scope filters to work.
Step-by-step: Create a pay slip template
- Go to Payroll → Pay slip templates.
- Click New.
- In the modal, enter:
- Template name — a clear label (e.g. "Monthly staff — Operations").
- Pay slip columns — select the payroll columns to include (employee ID is always included automatically).
- Departments, Roles, and/or Staff — define who is in scope. You can combine filters.
- Except staff (optional) — remove specific people from an otherwise matching group.
- Click Submit.
- You are taken to the layout editor (spreadsheet view).
Expected result: A new template appears in the list with a default layout based on your selected columns.
Step-by-step: Edit the layout
- Open the template from the list (or continue after create).
- Use the spreadsheet editor to adjust:
- Column headers and labels
- Formulas and calculated cells
- Formatting (fonts, borders, etc.)
- Click Save when finished.
- Use Download to export the layout file if needed.
- Click Back to return to the template list.
Tip: Changing which payroll columns are selected in the template header (via Edit on the list) may rebuild the layout. Review formulas after adding or removing columns.
Step-by-step: Edit template scope or name
- On the template list, open Edit for the row.
- Update name, columns, department/role/staff filters, or exceptions.
- Submit the modal.
- Re-open the layout editor if columns changed and verify the sheet still looks correct.
Step-by-step: Delete a template
- On the template list, use the delete action for the row.
- Confirm deletion.
If the template is already used by a pay slip run, the system may block deletion or warn that it is referenced. Remove or complete dependent pay slip runs first.
Field reference
| Field | Required | Description |
|---|---|---|
| Template name | Yes | Display name in lists and reports |
| Pay slip columns | Yes | Which payroll data columns appear on the sheet |
| Departments | Optional | Limit to staff in selected departments |
| Roles | Optional | Limit to staff with selected roles |
| Staff | Optional | Explicit include list (overrides dept/role logic when set) |
| Except staff | Optional | Exclude specific staff from the resolved group |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open Pay slip templates | Missing View permission | Ask admin for Pay slip templates → View |
| No columns in dropdown | Payroll columns not configured | Set up columns under Settings → Payroll columns |
| Template saves but run has no employees | Scope too narrow or all staff excluded | Broaden department/role/staff filters; check Except staff |
| Layout changed unexpectedly | Payroll columns were edited on the template | Re-check formulas after column changes |
| Cannot delete template | Used by an existing pay slip run | Delete or archive the pay slip run first |
Related features
- Payroll → Settings → Payroll columns — column definitions used by templates
- Payroll → Pay slips — monthly runs created from a template
- Payroll → Manage employees / attendance — source data for many column calculations