There are 3 different ways for making payments on Groove, each with the ability to pay directly on Groove or pay offline:
Shifts booked on Groove: after a shift is completed, it will automatically move to the Finalize & Pay page. Complete the details and select your payment type.
Shifts not booked on Groove: to log a shift that was not booked on Groove, use the Log Off-Platform Shift feature from the Billing & Payments page (or use the Direct Booking feature for upcoming shifts). Enter the details and select your payment type.
Shift bonuses, production bonuses, reimbursements, etc: to log an additional or other payment, go to the Billing & Payments page, click on the Other Payments tab at the top, and click Add Manual Payment. Complete the details and select your payment type.
All payments are logged and tracked on the Billing & Payments page, and can be exported for payroll. Relief vets also see a record of all payments made to them in their Groove account.
In order to send payments on Groove, you must have at least one payment method added (either by connecting your bank account directly or a credit/debit card). You can check your payment details by clicking on Billing & Payments in the lefthand menu bar, then clicking the Payment Methods tab at the top.
1. SHIFTS BOOKED ON GROOVE: FINALIZE & PAY
After a shift has been completed, it will automatically move to the Finalize & Pay page to close out and make payments (you will also receive an email notification about this). From here, simply click on the shift and fill in the shift details:
Total Revenue (required): this is the total amount of revenue that the Groover produced in this shift, typically available in your practice management system.
Shift Pay (required): the base amount you are paying the Groover for the booked shift.
Additional Pay (optional): any extra amount on top of the base shift pay, such as a bonus, stipend, or adjustment. Total Shift Pay and Additional Pay together make up the full payment.
Shift Rating and Notes (optional): the shift rating and notes are only available to your practice or group internally, and not shared with the Groover.
Then select how you would like to pay the Groover:
Finalize & Pay Offline: select this option if you do not want to pay the relief professional on Groove, and have arranged for another payment method such as direct bank transfer, check, Venmo, etc. This is typically used for W2 employees that may be paid from payroll.
Finalize & Pay Now: select this option if you are paying the relief professional directly on Groove. This is typically used for 1099 contractors. Note: the Groover must have their bank account connected in their Groove account in order to accept payments.
After selecting either option, you will see the payment in Billing & Payments under the Shift Payments tab, which shows all your shift payments in one filterable table where you can update an offline payment's status if needed. Click on a shift to see the full revenue and payment breakdown on the Shift Details payment card. The shift also appears on the Performance page under Finalized Shifts (more on this below).
2. SHIFTS NOT BOOKED ON GROOVE: LOG AN OFF-PLATFORM SHIFT, OR DIRECT BOOKING
There are two ways to log shifts that were booked outside of Groove - each one depends on whether the shift was already completed or is in the future.
a) Logging completed / historical shifts
To create a record of any shift that was not booked on Groove, click on Billing & Payments from the lefthand menu, then open the Shift Payments tab. Click the Log Off-Platform Shift button and enter the shift details as you would for a completed shift.
You can pay for off-platform shifts the same way as shifts booked on Groove: choose Finalize & Pay Offline to record a payment you made another way, or Finalize & Pay Now to pay the relief professional directly on Groove.
Note that off-platform shifts do not appear on your Relief Shifts page at this time, but are all logged on the Payment History section of the Shift Payments tab.
b) Logging future / upcoming shifts
For future upcoming shifts that were already scheduled or agreed upon outside of Groove, use the Direct Booking feature to log shifts. This ensures that shifts are visible to both you and the Groover, and they receive a shift reminder email before the start date. After a direct booking shift has been completed, it automatically moves to the Finalize & Pay page.
3. ADDITIONAL / OTHER PAYMENTS: ADD A MANUAL PAYMENT
To make additional or ad-hoc payments to relief professionals (such as a production bonus or shift adjustment), click on Billing & Payments from the lefthand menu, then open the Other Payments tab. Click the Add Manual Payment button. This will open a new form where you can select the relief professional, the location they worked at, and the payment details and description. Use the description field to capture the shift's date and hours, plus any other important details.
As with shift payments, you can Finalize & Pay Offline (to simply record the transaction but not pay on Groove) or Finalize & Pay Now to send the payment directly on Groove. Once finalized, the transaction is listed on the Other Payments tab. You can click on any record in this table to view full details.
EXPORT PAYMENTS FOR PAYROLL
You can export your payments for payroll in one click. On both the Shift Payments and Other Payments tabs, click the "Export CSV" button on the top right corner of the table to download a CSV of all transactions. Each payment includes the last 4 digits of the card or bank account used, so your records match your payment system.
Exporting from the Shift Payments page.
Exporting from the Other Payments page.
UNDERSTANDING THE PERFORMANCE PAGE
Click on Performance from the lefthand menu bar to see shift analytics across your practice/group. This page is populated from shifts that have been Finalized & Paid on Groove and excludes any off-platform shifts, and will uncover more insights the more shifts you book on Groove. Shifts that were previously shown as "Completed" now appear as Finalized, and you can click any row to open that shift's details.
Note: any off-platform shifts in this table are not clickable, as they do not have shift details to display.