Once your digital onboarding has begun, there are several steps you can take as a user to make getting started with your payroll straightforward and hassle-free.
Crew Users
If you are a new/existing crew user of Workrest, you will receive a welcome email similar to the one shown in the screenshot below.
Brand new users will need to sign up for Workrest. You can see the steps on how to do this here.
Once you have an active account on Workrest, as a crew member, you will need to add the required details for your account and payroll.
To do this, you will need to be logged into the Workrest App. Either on your mobile device or on the browser. Once logged in, you will go to 'Navigate' at the bottom of your screen, where there will be a new option for you to select called 'Profile'
When 'Profile' is selected, you will be directed to a new screen and prompted to log in using the same credentials as the app.
You will then see your 'Personal' details page
Some fields will already be completed for you, but here you can add any extra information, such as Home Address and Next of Kin.
As well as your 'Personal', you have the option to include Medical Information
In both the 'Personal' and 'Medical', any extra information you provide is optional.
The 'Documents' and 'Financial' tabs are the two tabs where adding details is Mandatory.
Under the 'Documents' tab, you will see the following screen.
The Mandatory document that has to be uploaded to your account is your Passport.
You will need to select 'New Document' and choose Passport from the options displayed.
Other document types can also be uploaded to your profile, and you can select different document types from the dropdown list.
When adding your Passport Details, you will need to include your Passport Number and Expiry Date.
You will need to include a JPG, PNG or PDF copy of your Passport Details page
Example Passport Details Page
Once submitted, you can continue to add any other documents to the platform in the same format as your passport.
The 'Financial' tab is where you will add your bank account details.
To add your account details, you will need to select 'New Account'
You will then need to select the Account Currency and Account Country of your Bank Account. Once selected, you will be able to add all of your Bank Account Details
There is also an option to split your salary by an amount once you add a second account to the 'Financial' tab of your profile.
e.g You are paid a 5000.00 salary per month, 2000.00 would go to account one, and the remaining amount would go to account two.
Please note: You can only split your salary between two bank accounts.
Reminders
Crew Users - Every day for the first FIVE days of being on your new Workrest Payroll account, you will receive an email notification reminding you to upload and update the Mandatory information on the account.
Admin Users - You will receive an email on the SIXTH day informing you of who needs to complete any outstanding information.
If you are an Admin User who is also adding details to your own profile for payroll e.g Captain, you will also receive the first FIVE days' worth of reminder emails for your own account.
Admin Users
As an Admin with Payroll user, you will be able to see each crew member's details that they have added under their profiles and also track what is outstanding on their account under the User Management section in settings found in the top right-hand corner of any page in your account.
The contract detail status will update once you start adding the Payroll Contracts to each user account. This is something that only Admin with Payroll users can action on the account.
Payroll
A new Payroll tab appears in the side navigation for Admin with Payroll users. The system will load the current payroll month by default.
Once in the Payroll Tab, you will see the Summary Table for the current month
Summary Table
Crew Information Displayed
The table provides a comprehensive view of all active crew members for the selected month, including the following details:
Basic Information
Displays each crew member’s status, name, and position.
The status indicator highlights items requiring attention, such as missing onboarding information, unapproved leave, or pending termination actions.
The name is clickable and links directly to the crew member’s profile.
The position reflects the current assigned role.
Contractual Information
Outlines the agreed compensation structure
Monthly salary and/or daily rate are shown as applicable.
For monthly salaries, an indicative daily rate is calculated and available on hover, with the calculation logic shown.
Crew members with a daily rate defined at the contract level will not have this rate recalculated to a monthly equivalent.
Pay Period & Paid Days
Summarises how pay is calculated for the period.
The pay period reflects the applicable date range (typically the first to last day of the month, adjusted for contract start or end dates).
Paid days show the number of payable days; an asterisk indicates that secondary rates were applied (click to view details).
Unpaid days are displayed separately for clarity.
Leave Information
Provides a full overview of leave balances and movements.
Opening balance from the previous month
Leave accrued during the period
Deductible and non-deductible leave taken
Any manual leave adjustments
Closing leave balance
Salary Calculations
Details how the final payable amount is derived.
Gross salary (hover to view calculation breakdown)
Adjustments, including reimbursements, deductions, bonuses, back pay (gross), and cash advances
Payouts, covering leave and notice payouts
Amount to be paid, shown as the final net amount and highlighted in bold
Activity
Shows a summary of all payroll-related actions for the crew member during the selected period.
Includes an area for general comments and notes.
Currency Display - All monetary values are shown in the currency defined in the crew member’s contract. By default, new contracts inherit the vessel-level currency setting, which can be overridden at the individual contract level if required.
Unapproved Leave Indicator - To support accurate payroll locking, crew members with unapproved leave during the current payroll period are flagged with an orange exclamation mark in the Status column. Hovering over the icon displays details of the unapproved leave, including the associated amount.
Within the Leave Taken columns, unapproved leave is shown in orange text and enclosed in brackets, appearing alongside approved leave balances. This indicator works in conjunction with other system alerts, such as termination notifications and missing onboarding information.
Handling Multiple Contracts In the Same Period
Crew with multiple contracts in a payroll month display with a numbered chip next to their name.
Click to expand and view sub-rows for each contract (most recent at top).
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information.