Set up in an afternoon
The steps from a fresh account to staff clocking in, and the built-in "Get set up" checklist on your dashboard that ticks each one off as you go.
Most owners are live the same afternoon. There is no hardware to buy and nothing to migrate from a server. WagePilot runs in the browser. When you first sign in as the owner, a short setup wizard walks you through your first site, pay rate, team and clock-in. After that, your dashboard shows a Get set up checklist that tracks the rest of the path, from the first clock-in to your first payroll export, and ticks each step off automatically from your real data.
The Get set up checklist
The checklist appears at the top of your dashboard for owners until every required step is done. It reads your account's real state (locations, team, pay, clock-in setup, real clock-ins, approvals, exports, rota, billing, branding) and ticks each step green the moment it is satisfied. There is nothing to mark done by hand.
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01
Open a step
Tap any unfinished step to expand it. You get a one-line explanation and a button that deep-links straight to the page where you complete it (for example "Add location" jumps to Locations).
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02
Do the task
Follow the button, complete the task, and come back. The step ticks off on its own: completed steps show a green check and a struck-through title.
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03
Watch the ring
The progress ring in the header counts your required steps done out of the total. Optional steps carry an "Optional" pill and never block completion.
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04
Hide it when you are done
Once every required step is ticked, the card collapses to a single "You're all set up" bar. Press Hide (or the ✕) to dismiss it: it stays hidden on that device.
The steps it tracks
- Add your first location
- A site with an address: sets the map pin and the clock-in radius. Required.
- Set pay & overtime
- Your default hourly rate, overtime thresholds and whether breaks are paid. Required.
- Add your team
- At least one staff member, by join code or emailed login. Required.
- Set up clock-in
- At least one live site with a real address and radius, or a site marked as having a kiosk tablet. Required. Which methods staff may use is a separate setting, in Clock-in rules.
- Get your first person clocked in
- Done once a real shift is recorded. Required. While anyone has not joined yet, the step lists them with buttons to send their invite again by WhatsApp, text or copy.
- Approve your first shift
- Check the hours on Timesheets and approve them: only approved shifts go into the payroll export. Required.
- Export hours for payroll
- Download the approved hours and estimated pay from Reports for your own payroll to finalise. Required.
- Build your first rota
- At least one shift on the week. Optional, because clocking in works without a rota, and hidden entirely in Open clock-in mode.
- Choose your plan
- Reach billing. Optional: Free covers one site and up to 3 staff with no card.
- Brand the employee app
- Add your logo, colour and font. Optional: a nice touch once the essentials are done.
What you need before you start
- The address of each site (for the map pin and geofence).
- Each staff member's name, email, role and hourly rate.
- A phone for each staff member: their own is fine; that is the point.