Run a payroll cohort
Group payroll-ready appointments into a cohort for a pay period and move them from ‘Ready’ to ‘Approved’ to ‘Paid’.
Before you start
- The pay period is defined.
- Appointments are payroll-ready (SOAP approved, invoice created, not ‘No Fee’).
Who can do this
HR and owners.
Step by step
- 1
From the HR dashboard, open the Payroll cohort view for the current pay period.
- 2
Review the payroll-ready list grouped by clinician. Exclude any entries that shouldn’t be included this period (e.g., pending disputes).
- 3
Mark each reviewed entry ‘Approved’. Once all entries are approved, submit the cohort.
- 4
After external payout is complete, mark entries ‘Paid to Clinician’. The appointment status gains ‘Paid to Clinician’ and the record is immutable.
If something isn’t working
Tap a question to see the likely cause and the fix.
A clinician is missing from the cohort.
Why: None of their appointments qualified — typically SOAP notes aren’t approved yet.
Fix: See ‘Why isn’t this appointment on payroll?’.
I need to pay an hourly clinician.
Why: Hourly payroll is tracked separately.
Fix: Use the Hourly Payroll view for the same pay period and enter their hours there.