Pay and Commission Setup for a New Hire

A new staff member is paid correctly when eight steps across the HR, Configuration and CRM modules are filled in, in the right order. This guide walks through each step with one worked example and explains which step depends on which. A checklist at the end covers what to look at when someone has no salary or no commission.

The example used throughout

The clinic hires Dr. Minh for dentistry. Dr. Minh both consults customers and treats them. The pay agreement:

• Base salary of 15,000,000 a month, pro-rated by workdays.
• Tiered commission on consulting revenue.
• A KPI bonus based on the head of department's rating.

The whole flow in one table

Step	Where · what for
1. Staff profile	HR › Adding a staff member: account, company, branch, department, employee code, specialties.
2. Role	HR › Roles and permissions: what the person can see and do.
3. Contract	HR › Labor contracts: base salary, standard workdays, payroll department.
4. Certificate	HR › Practicing certificates: for doctors, technicians and other practitioners.
5. Schedule and attendance	HR › Work schedule and Attendance sheet: the actual workdays.
6. Plan and assignment	HR › Salary and commission plans, then Assign a plan: how commission and bonuses are worked out.
7. Daily attribution	CRM › Create an order and Create a treatment: pick the right person so revenue lands on their name.
8. Month-end close	HR › Salary/commission periods, then Payroll: approve commission, calculate pay.

Steps 1 to 6 are done once, when the person joins. Step 7 happens every day. Step 8 is done every month.

Before you start: the department list

Departments are set up in Configuration › HR › Department. The software comes with the common ones, such as Phòng chuyên môn (medical staff), Phòng phụ tá (assistants), Phòng kỹ thuật viên (technicians), Phòng telesale, Direct sale and Phòng lễ tân (reception). Check that the new person's department exists; if not, add it first, because steps 1 and 3 both ask for it.

Step 1 — Create the staff profile

Go to HR › Staff list and click Create. Required fields: Username, Password, Status, Role, full name, Phone, Gender, Department and Company. How to fill in each one: Adding a staff member.

These five fields decide whether the person gets paid and earns commission:

Field	Why it matters
Status	Choose Active. Payroll only includes staff who are Active.
Company · Branch	Pay is calculated per company. The person only appears in the staff pickers on orders and treatments of the company and branch chosen here.
Department	Decides which picker the person appears in on orders and treatments. See the table below.
Employee code	Required for attendance. Left empty, the person cannot check in, rows imported from a file match nobody, and payroll shows 0 workdays.
Assigned specialties	For doctors, technicians and assistants: tick every specialty they work in. Without the specialty ticked, they do not see that specialty's services when logging a treatment.

The department on the profile decides where the person can be picked:

Department on the profile	Appears in
Phòng chuyên môn (medical staff)	Consulting doctor on orders, Doctor on treatments.
Direct sale	Direct sale on orders.
Phòng kỹ thuật viên (technicians)	Technician on treatments.
Phòng phụ tá (assistants)	Assistant on treatments.
Any department	Consultant on orders accepts any staff member.

Someone with several jobs gets several departments. In the example, Dr. Minh gets Phòng chuyên môn, the company and branch where they work, an employee code matching the time clock, and the Răng hàm mặt (dentistry) specialty.

Step 2 — Role and permissions

The Role chosen in step 1 decides which screens the person sees. If the clinic has no suitable role yet, create one first in Roles and permissions, then come back to the profile and pick it.

The role does not affect how pay or commission is calculated. It only controls what the person can see and do in the software, for example a doctor can log treatments but cannot open payroll.

Step 3 — Sign the labor contract

Go to HR › Labor contracts and click Create. Required fields: Employee, Company, Contract type, Effective date, Salary type and Base salary (VND).

The contract supplies three figures to pay:

Field	Used for
Base salary (VND)	The Base sal. column of payroll. Dr. Minh: 15,000,000.
Standard workdays	The denominator when pay is pro-rated by day. Defaults to 26.
Department	The department used to pick a salary/commission plan when plans are assigned by department (step 6).

The software uses the contract in effect during the pay month: the Effective date is no later than the last day of the month, and the End date is empty or no earlier than the first day. For example, a contract effective from 15 October is already used for October pay.

Two Department fields, two different jobs

The department on the profile (step 1) decides which picker the person appears in on orders and treatments. The department on the contract decides which department-level commission plan applies to them. Fill in both, and keep them consistent: Dr. Minh has Phòng chuyên môn in both places.

Step 4 — Practicing certificate

For doctors, technicians and other practitioners, record the certificate in Practicing certificates: number, scope of practice, expiry date. This step does not affect pay. It keeps the legal file complete and flags certificates about to expire. Reception and accounting staff skip it.

Step 5 — Schedule and attendance

The actual workdays on payroll come from the Attendance sheet. Attendance gets in one of two ways:

• Staff check in and check out in the software (web or the mobile app).
• You Import Excel the file exported from the time clock. Each row matches the person with the same Employee code.

Set shifts in Work schedule so the software knows the start time and can work out late arrivals and early departures. Approved paid leave is also added to the workdays.

Step 6 — Define the plan and assign it

Base salary already comes from the contract. Commission and bonuses follow a plan:

1. Define the plan in Salary and commission plans. For example, a Consulting doctor plan with:
   • Tiered commission, Role Consulting doctor: 0 – 100 million at 3%, 100 million and above at 5%.
   • KPI bonus, Bonus target 2,000,000, one Manual entry criterion scored by the head of department.
2. Assign the plan in Assign a salary plan:
   • Assign by Department when the whole department is paid the same way. New joiners follow it automatically, as long as their contract names the right department.
   • Assign to an Individual when this person has their own agreement. An individual assignment always wins over a department one.

If the clinic already has a plan for the new person's department, step 6 is already done.

Roles in the plan map to these fields on orders and treatments:

Role in the plan	Revenue comes from
Telesale staff	Consultant on orders.
Consulting doctor	Consulting doctor on orders.
Direct sale staff	Direct sale on orders.
Treating doctor	Doctor on treatments.
Technician	Technician on treatments.
Assistant	Assistant on treatments, counted in points for the Point bonus.

Use Passthrough commission instead of tiers when the clinic has already set commission rates on each service, in the Service commission tab of Services/ Products.

Step 7 — Attribute work to the right person every day

Commission only reaches a person when they are picked on the order or the treatment session:

• Creating an order for a customer Dr. Minh consulted: pick Dr. Minh in Consulting doctor. When the customer pays, the amount paid counts towards Dr. Minh's consulting revenue.
• Logging a session Dr. Minh performed: pick Dr. Minh in Doctor.

Revenue follows what the customer actually pays, not the order value. A customer paying in three instalments adds revenue in the three matching months. When several people share a service, the revenue is split evenly between them. If nobody, or the wrong person, was picked, fix it on the order; revenue from payments already made is re-split to the new people.

Step 8 — Close pay at month end

In this order:

1. Check attendance on the Attendance sheet, and clear any outstanding leave and overtime requests.
2. Enter the month's items: Allowance, Bonus and penalty, Salary advance.
3. In Salary/commission periods, click Calculate period, score the KPIs with manual criteria, click Recalculate period, then click Approve.
4. In Payroll, click Calculate. Dr. Minh's pay line holds base salary by workdays, allowances, bonuses and penalties, plus the commission and KPI bonus of the period just approved.
5. Check it, then Send payslip.

For example, in November Dr. Minh works 26 of 26 days, has 150 million in consulting revenue and reaches 90% on KPI:

Item	Amount
Base salary	15,000,000
Tiered commission: 100m × 3% + 50m × 5%	5,500,000
KPI bonus: 2,000,000 × 90%	1,800,000
Total income, before insurance, tax and advances	22,300,000

Approve the commission period before calculating pay

Payroll only takes commission from an approved period. Calculate pay before approving and the pay line has no commission; approve the period, then click Calculate again while the pay line is still Draft.

Staff member has no salary or no commission: what to check

Symptom	Check
No line on payroll	The profile Status is Active, and the profile includes the Company being calculated (step 1).
Base sal. is 0 or wrong	A contract in effect for the month, for the right Company, with Base salary (VND) filled in (step 3).
0 workdays	The Employee code on the profile matches the code on the time clock (steps 1 and 5).
Person cannot be picked on orders or treatments	Department, Company, Branch and Assigned specialties on the profile (step 1).
Period results show No matching plan	No individual assignment, and the contract does not name a department that has a plan (steps 3 and 6).
Commission is 0 despite customers	The person was not picked in the right field on the order or treatment, or the customer has not paid this month (step 7).
Payroll has no commission	The month's salary/commission period is not Approved, or payroll was not Calculated again after approval (step 8).

Related

• Adding a staff member: profile, department, specialties.
• Labor contracts: base salary and payroll department.
• Salary and commission plans: the five component types in detail.
• Salary/commission periods: calculate, score KPIs, approve.
• Payroll: closing monthly pay.