Creating a tip pool lets you record, review, and distribute tips to eligible team members based on approved timecards and your tip policy. You can create a tip pool at any time from the Tip Pools page under Tip Management.
📌 Access needed: To create and manage tip pools, make sure you have the Manage Tip Pools permission enabled for the correct locations. If you don’t have access, reach out to your Super Admin.
Create a tip pool
💡 Before you start, make sure that:
Timecards for the selected dates should be approved in Time & Scheduling (so recipients and hours are accurate). If any team member’s timecard is not approved, you won’t be able to finalize the pool yet. Approve all timecards for the range, then return here.
In Team View, go to Tip Pools, then Create tip pool.
Fill out the following:
Details and tip amounts
Select a Location.
Select a Tip policy.
Choose the Collection dates. Pick a single day or a date range.
Enter Tip amounts.
Gratuities – Auto-gratuities or service charges are handled as regular tips.
Cash tips – Enter any cash collected.
Non-cash tips – Enter card or digital tips.
The Total tips amount is calculated automatically.
When done, select Next.
Recipients
The system automatically lists all eligible team members based on approved timecards for your selected dates.Review the following:
Each team member’s clock-in and clock-out times
Their total hours worked
Labels showing if a job title is excluded by your policy (for example, managers)
When done, select Next.
Review
Review the Summary.
Review the Tip distribution to recipients.
Once everything looks right, select Confirm.
Finalize and manage your tip pools
Understand tip pool statuses
Draft – The pool is still in progress. You can edit details or delete it if needed.
Ready for payroll – The pool is finalized and waiting to be picked up in your next pay run. You can still delete it, but not edit it.
Applied to payroll – The pool has already been included in a submitted pay run. It’s read-only and can’t be changed or deleted.
Finalize a tip pool
Here’s how to continue a tip pool in draft status:
In Team View, go to Tip Pools.
Select the three-dot menu (•••) beside the tip pool, then Edit.
Review the tip amount and the recipients.
Once everything looks good, Confirm.
This will change the status to Ready for payroll.
Manage tip pools
Here’s how to view, export, or delete a tip pool:
In Team View, go to Tip Pools.
Select the three-dot menu (•••) beside the tip pool you want to manage.
From here, you can:
View details – Review recipient breakdowns, total amounts, and other pool details.
Export CSV – Download a CSV copy for recordkeeping or reconciliation. This is only available for tip pools that are ready for payroll or is already applied to payroll.
Delete – Remove a pool that’s in Draft or Ready for payroll status.
Frequently Asked Questions (FAQs)
Q: What tip amounts can I enter?
Q: What tip amounts can I enter?
A: Enter Cash tips, Non-cash tips, and Gratuities/auto-gratuities. We add them together for distribution.
Q: What should I do with unassigned or “ghost” tips?
Q: What should I do with unassigned or “ghost” tips?
A: If you have unassigned or “ghost” tips (tips without a clear source or contributor), they’re added to the total tip amount and distributed normally to team members who worked during that period.
Future updates will include a clearer way to separate contributors and recipients so you can track or manage unassigned tips more easily.
Q: Can I create multiple pools for the same day?
Q: Can I create multiple pools for the same day?
A: Yes (e.g., lunch and dinner). Many customers do this to match shifts or day-parts.
Q: How precise can amounts be?
Q: How precise can amounts be?
A: Up to 2 decimal places.
Q: I don’t see someone in my tip pool recipients. Why?
Q: I don’t see someone in my tip pool recipients. Why?
A: Make sure their job title is eligible in the policy, they worked in the same location and dates, and their timecard is approved.