This guide explains how payroll administrators send approved Rotageek timesheets from Rotageek to your payroll system using Trigger Payroll.
What the Trigger Payroll button does
When you click Trigger Payroll on the Timesheets screen, Rotageek:
Sends a single payroll run request from Rotageek to your payroll service.
Runs your configured payroll integration(s).
Generates one or more payroll files from approved timesheets and sends them to your configured SFTP or integration destination.
Note: The file layout and destination are set up for you during implementation. They do not change when you press the button.
Before you start (prerequisites)
You’ll only see and be able to use Trigger Payroll if all of the following are true:
Payroll integration is configured
Rotageek configures a payroll integration for your group during onboarding (for example an SFTP export or API‑based integration).
If your implementation is still in progress, the integration may not be enabled yet.
You have the right permission
Only users with the appropriate payroll / admin permission in Rotageek can see and use Trigger Payroll.
If you don’t see the button, ask your Rotageek admin to confirm your access.
Timesheets are fully approved
The Trigger Payroll button only appears when all timesheets in the selected date range are signed off for the selected locations.
If timesheets are still pending approval, the button will not show or will remain inactive.
If any of the above are missing, you won’t be able to run a payroll export.
Where to find the Trigger Payroll button
Go to Timesheets in Rotageek.
Open the summary / approval view for your pay period
(for example weekly, fortnightly, or monthly, depending on your setup).At the top of the summary, once all included locations are signed off, you’ll see the Trigger Payroll button.
Some customers have per‑location triggering. In that case, you’ll see location selection controls next to the button.
Step‑by‑step: Running a payroll export
Follow these steps each time you send payroll from Rotageek.
Choose the pay period / date range
On the Timesheets page, use the date controls to select the period you’re paying.
Examples:Last week
Your monthly pay period dates
Make sure the dates match what payroll expects in your payroll system.
Filter and select locations (if applicable)
If your tenant supports per‑location payroll, select the locations you want to include.
If no locations are selected, the Trigger Payroll button may be greyed out.
Check that all timesheets are fully approved
Confirm that all timesheets in the selected period for those locations are:
Signed off / approved
The Trigger Payroll button only appears (or becomes active) once the selected locations are fully approved.
Click Trigger Payroll
On the timesheet summary page, click Trigger Payroll.
Rotageek sends a payroll run request to the payroll service, which then runs the configured integration(s) for your group.
Let the integration complete
The export runs asynchronously in the background.
The resulting file(s) are written to your configured:
SFTP directory, or
Payroll endpoint (for example a payroll provider’s SFTP or API endpoint).
If email notifications are configured, the designated email address will receive a success / failure notification for the run.
Process payroll in your payroll system
Your payroll team or provider then:
Imports the file into your payroll system.
Completes the payroll run as normal.
What gets included in the payroll export
The exact columns depend on your integration, but in all standard configurations the export:
Uses approved Rotageek timesheets as the source of truth.
Includes only active, approved records in the selected date range.
Breaks each day into pay code + units (hours/minutes) lines, so payroll can pay the correct amount per pay element.
Any additional rules (for example exclusions for certain pay codes, or combining payroll and leave exports) are built into your integration design and do not change when you press the button.
Troubleshooting
I can’t see the Trigger Payroll button at all
Check the following:
Do you have the right permission?
Only users with the configured payroll / admin role can use Trigger Payroll.
Ask your Rotageek admin to confirm your access.
Has payroll integration been set up for this group?
If your implementation is still in progress, the integration may not yet be enabled.
In that case, the button will not appear until configuration is complete.
Is your pay cycle supported in‑app?
For some highly customised or non‑standard cadences, payroll may be run:
On a schedule, or
Via back‑end tools instead of the button.
Your project team will confirm if this applies to you.
If you still don’t see the button, contact Rotageek Customer Support.
The button is greyed out
A greyed‑out button usually means Rotageek is preventing an incomplete or invalid payroll run. Common causes:
Not all locations are fully signed off
The button only becomes active once all timesheets are signed off for the locations in scope.
No locations selected (per‑location trigger enabled)
If your tenant uses per‑location triggering, you must select at least one signed‑off location before the button becomes active.
Your user lacks the payroll permission
If you can see the button but it remains inactive even after the above checks, your permission set may not allow triggering payroll.
If none of these resolve it, raise the issue with your internal admin or Rotageek support, including:
Date range and locations selected
Time you attempted to trigger payroll
This information helps support cross‑check logs and the integration configuration.
Payroll file not visible to payroll / not imported
If payroll can’t find or import the file:
Check the destination
Ask payroll / IT to check the agreed SFTP folder or integration endpoint for a new file for that run.
Confirm the run completed
Check for notification emails (if configured), or
Ask Rotageek Customer Support to check logs.
File is present but rejected
Payroll should compare:
Employee IDs
Pay codes
Units (hours/minutes)
with their configuration.
Most issues are mapping or data differences in the payroll system, rather than problems in Rotageek itself.