Overview
Employee Details is where you manage the employment and payroll information for each team member. This includes their employment type, pay settings, tax details, and leave entitlements.
Each employee has an Employee Card that stores their employment details. When you toggle someone on as an employee, Beeswax automatically creates their card with sensible defaults for your region.
Employment Fields
Employment Type
Defines the employee's working arrangement.
| Type | Description |
|---|---|
| Full Time | Standard full-time employment. Hours per pay period are automatically calculated from your business working hours. |
| Part Time | Reduced hours. You must manually enter the contracted hours per pay period. |
| Casual | No guaranteed hours. You must manually enter hours per pay period as needed. |
| Other | Any arrangement that doesn't fit the above categories. |
Payment Basis
How the employee's pay is calculated.
| Basis | Description |
|---|---|
| Salary | A fixed annual amount, divided by the pay frequency to determine each period's gross pay. |
| Hourly | A per-hour rate, multiplied by the hours per pay period to determine each period's gross pay. |
Pay Frequency
How often the employee is paid.
| Frequency | Working Days per Period |
|---|---|
| Weekly | 5 days |
| Fortnightly | 10 days |
| Monthly | ~21.74 days |
| Quarterly | ~65.22 days |
Hours per Period
The expected working hours in each pay period. This is used to calculate gross pay for hourly employees.
- Full-time employees: This value is automatically calculated from your business working hours (set in Account Settings) multiplied by the working days in the pay period. You do not need to enter it manually.
- Part-time and casual employees: You must enter this value manually to reflect their contracted hours.
Example: If your business hours are 9am to 6pm (9 hours/day) and you pay monthly, the auto-calculated value is 9 × 21.74 = 195.65 hours.
Gross Amount
The employee's annual gross salary (for salaried employees) or hourly rate (for hourly employees).
Tax & Deductions (Australia)
Tax Scale
The ATO tax scale used to calculate PAYG withholding for this employee. Beeswax uses the scale's coefficients to determine the correct tax amount each pay period. The scale you select should match the employee's Tax File Number Declaration.
HELP / HECS Liability
Toggle this on if the employee has a Higher Education Loan Programme (HELP) or Higher Education Contribution Scheme (HECS) debt. When enabled, an additional repayment is calculated based on ATO repayment rates and deducted each pay period.
Medicare Levy
Toggle this on if the employee is liable for the Medicare Levy (currently 2% of taxable income). Most Australian residents pay the Medicare Levy. Employees who hold a valid Medicare Levy exemption certificate should have this turned off.
Leave Entitlements
Annual Leave
Full-time employees accrue annual leave at a rate of 20 days per year (4 weeks), pro-rated from their start date. This is calculated automatically based on weeks worked.
Sick Leave
Full-time employees accrue 10 days of paid personal/carer's leave per year under the National Employment Standards. The Sick Leave Days field allows you to override this default per employee.
Employment Dates
Start Date
The date the employee commenced employment. This is used to:
- Calculate pro-rated leave accrual
- Determine the period of service shown on the employee profile
End Date
If an employee is leaving, set their end date. This is displayed on the employee profile and used to cap leave accrual calculations. Setting an end date does not deactivate the user — use the Deactivate User option from the action menu for that.
The end date is the cessation date reported via STP Phase 2. When you set it, you must also pick a cessation reason and (for terminating employees) any Employment Termination Payment (ETP) details.
Linked Product / Service
Each employee can be linked to a Product / Service from your account. This determines which product or service is used when logging time against tasks assigned to this employee.
When time entries are created for the employee, Beeswax resolves an hourly cost rate for project financials in this order:
- Employee payroll details, derived from gross pay
- The user's manually entered rate
- The linked product or service buy amount
- No rate
Fallback rates are flagged in project financials so you can tell when a cost comes from a linked product instead of payroll or a manual user rate.
Tip: Set this up when onboarding each employee to ensure accurate time-based cost tracking from day one.
Manager Report
The Manager Report tab shows project performance for projects managed by the selected user.
It includes:
- Projects in view, with active and closed counts
- Invoiced revenue, expenses, and net P&L
- Accepted quote value and quote versus spend where quotes exist
- A monthly revenue versus expenses chart
- A per-project breakdown with margin and P&L scale
Use the date range and status filters to compare active, closed, or all managed projects for a specific period.
Toggling Employee Status
On the Employees page, each user has an employee toggle. Turning this on:
1. Creates an Employee Card with regional defaults
2. Makes the employee visible in payroll workflows
3. Enables leave tracking and time-based cost calculations
Turning the toggle off is only possible if the employee has no existing employee activity (payslips, leave records, etc.). If they do, the toggle is disabled — use the Deactivate User option instead to prevent further access.
Permissions
| Action | Owner | Super Admin | Manager | Accountant |
|---|---|---|---|---|
| View employee details | ✓ | ✓ | ✓ | ✓ |
| Edit employment details | ✓ | ✓ | ✗ | ✓ |
| Toggle employee on/off | ✓ | ✓ | ✗ | ✓ |
| Change user role | ✓ | ✓ | Limited ‡ | Limited † |
| Deactivate user | ✓ | ✓ | ✓* | Limited † |
‡ Manager limits. A Manager can only change the role of users below them — not another Manager, Super Admin, Owner, or themselves. Employment and salary details are restricted to Owner, Super Admin and Accounts.
About the Accounts role. The role picker calls this role Accounts; it is shown here as Accountant. It has full access to payroll, employee and Time in Lieu features. It cannot manage account settings or API tokens, approve payments, or change an account owner's role.
† Limited. An Accounts user can only act on users ranked below them (Basic, Basic Plus and Client), so they cannot change the role of, or deactivate, a Manager, Super Admin or Owner — nor themselves.
*Managers can only deactivate users they outrank. They cannot deactivate Super Admins or Owners.
Tips
- Set business working hours first. Hours per pay period for full-time employees is derived from your Account Settings working hours. Make sure these are correct before onboarding employees.
- Use the correct tax details. Always use the tax code and NI category provided by HMRC, not what the employee tells you.
- Review leave entitlements. The default leave days are based on statutory minimums. If your company offers more generous leave, update each employee's entitlement.
- Link products early. Assigning a Product / Service to each employee ensures time tracking reflects accurate costs from the start.