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HR & Payroll

HR and payroll software for your coworking team.

Staff records, attendance, leave and salaries usually live in separate spreadsheets. CoWorkly keeps them in the same system you use to run your space, so payroll is calculated from the days your team actually worked and every payslip is ready in a few clicks.

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See HR and payroll in action.

A walkthrough of adding staff, recording attendance and leave, and running a month's payroll in CoWorkly.

From attendance to payslip in one system.

Four steps each month. Every step feeds the next, so nobody copies numbers between files. Here is what a typical month looks like for a coworking team of twelve.

  1. Add your employees

    Staff you already have in CoWorkly appear in HR. Add their job details, basic salary, bank details and how they are paid.

  2. Track attendance and leave

    Mark each day as present, absent, half day or leave. Approved leave requests fill in attendance on their own.

  3. Run payroll for the month

    Pick a month and CoWorkly calculates every payslip from salaries, allowances, deductions and unpaid days. Review each one before anything is final.

  4. Pay and post

    Finalize the run, mark it paid, and staff can download their payslips. With Accounting installed, the salary cost posts to your books automatically.

Employee records your whole team can rely on.

One profile per employee, with everything HR and payroll need, linked to the staff account they already use to log in.

  • Personal details, national ID and an emergency contact for every employee.
  • Department, designation, branch and who each person reports to.
  • Joining date and probation end date, with active, on-notice and inactive status.
  • Basic salary with an effective-from date, so pay changes are recorded properly.
  • Bank name, account title and account number or IBAN, and whether they are paid by bank transfer or cash.
  • Headcount by branch on the HR overview, and a list of what needs your attention today.

Attendance and leave management that feeds payroll.

Attendance is the source of truth for pay. Leave updates it for you, so the payroll figures always match what really happened.

  • Mark each day as present, absent, half day, paid leave or unpaid leave from a monthly attendance sheet.
  • Set your weekly off days once. They show on the sheet and are never counted as leave.
  • Create your own leave types, such as annual, sick, casual and unpaid, each with days per year.
  • Staff request leave from their account with the dates and a reason, and HR approves or rejects it in one click.
  • Approved leave marks attendance automatically, and leave balances update as days are used.
  • Absences and unpaid leave are deducted in payroll, without anyone working it out by hand.

Monthly payroll with approval steps.

Every payroll run moves through clear stages, so salaries are checked before money leaves the account and nobody can change a run after it is closed.

  1. Draft

    Payslips are calculated for everyone employed that month. Add adjustments and recalculate as often as you like.

  2. Approved

    A manager has reviewed the totals. You can still send it back to draft if something is wrong.

  3. Finalized

    Payslips are locked and visible to staff, and the payroll entry posts to your books.

  4. Paid

    Salaries have gone out by bank transfer or cash, and the run is recorded as paid.

Salary structures that match how you really pay.

Set up your allowances and deductions once in HR settings. Every payslip after that is calculated from them, along with each employee's basic salary and attendance.

  • Earnings and deductions

    Add allowances like house rent or travel, and deductions like income tax or loan recovery, once for everyone.

  • Fixed or percentage

    Each component is a fixed amount per employee, or a percentage of basic salary set once on the component.

  • Unpaid day value

    Choose how an unpaid day is valued: gross salary divided by 30, or by the number of days in the month.

  • One-off adjustments

    Add a bonus or arrears, or a one-off deduction, to a single payslip without changing the employee's salary.

  • Pay date

    Set the day of the following month that salaries are paid, and it prints on every payslip.

  • Withheld amounts tracked

    Tax and loan deductions post to the account you owe them to, such as income tax payable, so nothing is forgotten.

  • Payroll accounting

    With Accounting, each finalized run posts salary expense, salaries payable and withheld amounts automatically.

  • Separate permissions

    Give someone HR access without salary data, or payroll access for finance only, with view and manage levels for each.

Employee self-service, built into their account.

Your team gets a My HR page in the same CoWorkly login they already use, so fewer questions land on the person who runs payroll.

  • See their own leave balance for each leave type.
  • Request leave and follow its status from pending to approved or rejected.
  • Open any payslip once payroll is finalized, and download it as a PDF.
  • Download the last 3, 6 or 12 months of payslips in one go, for a bank loan or visa application.

Questions about HR and payroll.

Who is HR and payroll in CoWorkly for?

It is for coworking operators who employ their own team: community managers, front desk, cleaning and maintenance staff. It handles monthly salaried staff, calculated from salaries and attendance.

How are unpaid leave and absences deducted?

Each unpaid leave day or absence on the attendance sheet is deducted from that month's pay. You choose whether one day is worth gross salary divided by 30 or by the number of days in the month.

Can I add allowances and tax deductions?

Yes. Create salary components for earnings, such as house rent or travel allowance, and deductions, such as income tax or loan recovery. Each one is a fixed amount or a percentage of basic salary.

Can staff see their own payslips?

Yes. Once a payroll run is finalized, each employee can open and download their payslips from My HR, including the last 3, 6 or 12 months as one PDF.

Does payroll connect to accounting?

Yes. If you also use CoWorkly Accounting, every finalized payroll run posts its journal entry automatically, including salary expense, salaries payable and any amounts withheld.

How do I get HR and payroll?

HR & Payroll is an app in the CoWorkly marketplace. Install it from your account and your existing staff appear in HR straight away. See the pricing page, or book a demo.

Pay your team from the same system you run your space with.

Book a demo and we will run a sample month's payroll with you.

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