Client settings & work locations

This guide covers: editing the client's core company info, adding work locations (address, geofence, office hours), and assigning employees to a work location.

Edit client info

What it does: Lets you change anything captured at client creation — legal name, DBA, EIN, entity type, addresses, pay schedule, contact person, and state tax accounts — plus active/inactive status.

Where: Clients → [the client] → Settings.

Steps:

1. Open the client and click Settings in the left rail.
2. The top of the page shows three tabs: Company · Payroll · Taxes. Click the one you need.
3. Company tab — edit Legal Name, DBA, EIN, Entity Type, Contact Person (name/phone/email — used on W-2s and other filings), and the company Address. At the bottom is the Status card with a Client Active toggle; flip it off to keep the record but hide the client from new payroll runs.
4. Payroll tab — set the primary pay cadence, and (see "Pay schedules, jobs & tax deposits" below) add extra Pay Schedules, define Jobs & Positions, and manage the Same-Day ACH toggle. The blue Current Pay Period card shows the live period boundaries (Period Start · Period End · Check Date).
5. Taxes tab — manage State Tax Accounts (one row per state where the client has employees, with SUTA account number/status/rate and withholding account number/status), Local Tax Collectors (PA Act 32 collector, OH school district / RITA / CCA), Tax Payment Automation rules, and Tax Deposit Scheduling (see below).
6. Click Save Changes at the bottom of each card to persist.

Who: Accountants. SMB owners see the same page for their own company.

Notes: Changing the EIN re-keys filings — talk to support before touching that field on a client that already has filings on the record. Toggling Client Active off doesn't archive payroll history; the client still shows in reports as inactive.

Pay schedules, jobs & tax deposits

Three optional, per-client features live on the Settings page. Each is off/empty by default — set them up only for clients that need them.

Pay Schedules (Payroll tab). A client can run more than one pay cadence — e.g. hourly staff weekly and salaried managers semimonthly.

1. In the Pay Schedules section, the client's original frequency shows as the default schedule.
2. Click + Add pay frequency to add another (name, frequency, biweekly anchor date, check-offset days). Use Edit on any schedule to change its name/frequency later, or Make default.
3. Assign each employee to a schedule on their profile (Add/Edit Employee → Pay Schedule; "Company default" inherits the default). Run Payroll then processes one schedule at a time — you pick which at the top of the run.

Jobs & Positions (Payroll tab). A per-client catalog of jobs, each with a default hourly rate plus optional workers-comp and GL codes, for employees who work multiple roles at different rates.

1. In the Jobs & Positions section, click Add job — name, default hourly rate, and optional WC / GL codes. Activate/deactivate or delete as needed.
2. Set a per-employee override rate for any job on the employee's Edit page (Job rates); blank uses the job's default.
3. On Run Payroll, hourly employees get a Jobs button (and a Show job hours header toggle) to enter Reg/OT hours per job — overtime is blended across the rates worked (FLSA weighted average). PTO/Sick/Holiday stay single-rate.

Tax Deposit Scheduling (Taxes tab). Controls when the client's bank is charged for payroll taxes. Off by default (taxes collected at payroll time). Turn on Collect & deposit taxes at the due date to leave the tax in the client's account until it's owed, and set a Default deposit timing (banking days before due; 0 = on the due date, 1–2 = a safety buffer). Full detail — including the NSF trade-off and per-deposit editing on the Tax Payments page — is in How tax payments work.

Add work locations

What it does: Registers physical office addresses with geofences and office hours. Used for time-tracking (in-radius punch-in), state withholding allocation (multi-state employers), and the "Main Office" reference on tax forms.

Where: Clients → [the client] → Work Locations.

Steps:

1. Open the client and click Work Locations in the left rail.
2. Click Add Work Location (top right).
3. Type a Name (e.g. "Downtown HQ", "Warehouse 2").
4. Type the Address — the Google autocomplete fills latitude, longitude, city, state, ZIP. A green "Coordinates auto-filled from address" toast confirms.
5. Adjust the Radius (meters) if 100m isn't right for this location (warehouses often need 300–500m).
6. Set Office Hours Start and Office Hours End (24-hour format), pick a Timezone from Eastern · Central · Mountain · Pacific · Arizona · Hawaii · Alaska, and tick the Days the office is open — defaults to Mon–Fri.
7. Tick Active if employees can punch in here today.
8. Click Save.

Who: Accountants. SMB owners manage their own company's locations.

Notes: The location's lat/long is what powers in-radius geo-validation when an employee punches in from the mobile app — if the address autocomplete doesn't return coordinates the form will reject save with "Please select an address from the dropdown or enter coordinates manually". The map preview to the right shows the geofence circle so you can visually confirm radius.

Assign employees to a work location

What it does: Pins the employee to one of the client's work locations. This drives where they're allowed to clock in, which state's withholding applies (for multi-state employers), and which locality gets local-tax sourcing.

Where: Two places, same effect.

• During create: Clients → [the client] → Employees → Add Employee (/clients/[clientId]/employees/new) — pick from the Assigned work location dropdown.
• After create: Clients → [the client] → Employees → [the employee] → Edit — the dropdown is in the work-info section.

Steps:

1. Open the employee form (new or edit).
2. Find the Assigned work location dropdown — it's in the address section, below the home address.
3. Pick the location from the list. The list is populated from the client's work_locations — see "Add work locations" above to add new ones.
4. (Optional) Tick I have reciprocity exemption if the employee has a filed reciprocity certificate that exempts them from work-state withholding (e.g. a NJ resident working in PA with the REV-419).
5. Click Save Employee.

Who: Accountants. SMB owners on their own company.

Notes: Employees without an assigned work location fall back to the client's primary address as the work state. For multi-state clients that means tax withholding may be calculated against the wrong state — always assign a work location for employees whose work state differs from the client HQ.

Tab map for client settings

The three top-level tabs (exact labels):

• Company — legal name, DBA, EIN, entity type, contact person, address, active status.
• Payroll — pay schedules (one or many), jobs & positions, current pay period preview, Same-Day ACH toggle, check-date offset.
• Taxes — state tax accounts (SUTA + withholding per state), local tax collectors, tax payment automation, tax deposit scheduling.

Sections that appear only in some setups:

• OH Self-Admin section in the Taxes tab — only when the client has at least one Ohio employee. Lets you mark the client as self-administering OH school district withholding (vs. routing through RITA / CCA).
• EWA Settings section — only when the client has signed up for Earned Wage Access.
• Tax Payment Automation — only after the client's Moov account is in verified state and at least one state account is registered.
• Tax Deposit Scheduling — lets you collect/deposit taxes at the due date instead of at payroll time, and set a default lead. Off by default; see How tax payments work.

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Related: Add and onboard a client · Add your first client and run your first payroll · State tax filing coverage · What you need to provide for tax filing.