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Employee Pay Rates

Each employee has a pay page ("Pay for …") that keeps a dated history of their hourly pay rates. These rates power labor cost figures throughout VMX, so when someone gets a raise you add a new rate as of a date — you don't overwrite the old one.

To open an employee's pay page:

  1. Go to Admin → Users.
  2. Find the employee and click View/Edit in the Pay column.

Viewing pay requires the 👁 Pay admin permission; adding or changing rates requires ✏️ Pay (see Admin Permissions). The Pay column only appears for people with the 👁 Pay permission.

Info

If your accounting integration is set up, the Pay column also shows ✅ when the employee's Payroll ID is entered, or ❓ when it isn't.

Give an employee a raise (add a new pay rate)

  1. Go to Admin → Users and click View/Edit in the Pay column for the employee.
  2. Click + New Pay Rate.
  3. Enter the new Hourly Rate (a number — for example 18.50).
  4. Enter the As of Date the new rate takes effect.
  5. Add a Comment if you want to record why ("annual review raise").
  6. Save the new row.

If the rate isn't a valid number you'll see "Pay rate must be a number."

Add a new row instead of editing the old one — see the next section for why.

How the As of Date works (pay rate history)

Pay rates are effective-dated. For any shift, VMX uses the most recent rate whose As of Date is on or before the time worked:

  • An employee has a rate of 15.00 as of 1/1/2025 and a new rate of 17.00 as of 6/1/2025.
  • Hours worked in May are costed at 15.00; hours worked in June and later at 17.00.

Because of this, keeping the history intact matters: editing or deleting an old rate row rewrites what past labor actually cost, which changes historical labor cost reporting. When pay changes, add a new row with the new As of Date and leave the old rows alone.

Who can see and edit pay rates

Access to employee pay is controlled by two admin permissions on the Permissions page (in the admin permissions table — see Admin Permissions):

  • 👁 Pay — can open an employee's pay page and view the rate history. Without it, the Pay column doesn't appear on the Users page at all.
  • ✏️ Pay — can add new pay rates and edit or delete existing rows. Without it, the pay page is read-only: no + New Pay Rate button and no edit/delete icons.