Skip to content

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.

See everyone's current rate on one page

To check every employee's rate at once — before a round of raises, or to confirm the raises you entered took — open any employee's pay page and click View all current pay rates (the page is Admin → Users → Pay → View all current pay rates). It needs the same 👁 Pay permission.

Each employee is one row:

  • Current Rate and As of — the rate in effect today.
  • Previous Rate and Previous As of — the rate before it, so you can see the last change at a glance.
  • Scheduled — a rate you've already entered with a future As of Date (for example a raise that starts next month). It stays in this column until that date arrives.
  • Comment — the comment on the current rate row.
  • An employee with no rate entered shows no rate entered in red.

Disabled employees are hidden by default; click Include disabled employees to add them (with an Active column). Download CSV gives the same rows as a spreadsheet. The page is read-only — to add or change a rate, use the employee's own pay page as above.

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.