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Written contract required
BCEA s.29 requires you to give every worker a written contract on or before their first day. Use our sample as a starting point, then complete and sign it together.
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Wagedesk
Total Workers
0
WhatsApp Bot
+27 60 011 1577
Monthly Payroll
R0
Your Workers
Compliance
▼
UIF Submission
Register for UIF in 4 steps
Register as a Domestic Employer at ufiling.gov.za (or email domestics@uif.gov.za). uFiling is free.
Add the UIF reference number they issue to your profile (Edit details) so we can fill it into your declarations.
Each month, download the spreadsheet above and upload it at uFiling: Declarations Manager > Bulk Upload (choose "SA Citizens Only").
Pay the 2% contribution (1% you + 1% worker) via uFiling or your bank before the 7th.
WageDesk generates the file from your worker details. We do not submit on your behalf or handle the payment in this version.
Pending Requests
Co-admins
Co-admins share full access to your account (except billing). They get WhatsApp approval requests and can log into the dashboard. Each co-admin gets an email to set their own password. Maximum 5.
Add co-admin
My Profile
Update your contact details and the compliance fields that appear on every payslip (BCEA s.33).
Amina - Overtime
Available: R0
1. Log Overtime
2. View Total
3. Use Overtime to Pay Loan
0. Back
1
Amina - Log Overtime
How long did you work extra?
1. 30 minutes
2. 1 hour
3. 1.5 hours
4. 2 hours
5. 3 hours
6. 4 hours
0. Back
5
Confirm overtime:
- Duration: 3 hours
- Rate: R30/hr
- Value: R90
Submit?
1. Yes
0. No / Back
1
Overtime Request Sent!
Duration: 3 hours
Value: R90
Your employer will be notified.
Type HELP anytime in WhatsApp to see all commands.
Requests reach you two ways: on WhatsApp (you also get a daily 09:00 reminder of anything pending), and in your web dashboard under "Pending Requests".
Approve or reject leave ▼
Type Menu to open your menu.
Choose 1 (Pending Requests).
Choose 3 (Leave Requests).
Pick the request from the list.
Check the details and balance, then type 1 to approve (or 2 to reject).
The worker is notified automatically. On the web: Dashboard → Pending Requests → Approve / Reject.
Wagedesk is a record-keeping and communication tool. It is not a law firm, payroll bureau, or labour consultant. Nothing on this site is legal, tax, or HR advice.
The information below is provided in good faith to point you towards official sources. South African labour and tax law changes regularly. You — the employer — are solely responsible for confirming current requirements and complying with them.
If you are unsure about anything, contact a registered labour consultant, the Department of Employment and Labour, the CCMA, or SARS directly.
Your responsibilities as an employer
When you hire someone in South Africa, the law expects you to do at least the following. Wagedesk helps with the record-keeping side, but the legal obligations sit with you:
Provide a written contract of employment on or before the first day of work (BCEA section 29).
Pay at least the National Minimum Wage for every hour worked.
Register with the UIF and submit monthly contributions (UIF Act).
If your total annual payroll exceeds R500 000, register for PAYE with SARS and submit EMP201 / EMP501 / IRP5 returns.
Issue a payslip every pay period containing the items listed in BCEA section 33.
Keep accurate records of hours worked, leave taken, overtime, and deductions for at least 3 years (BCEA section 31).
Follow a fair process before issuing warnings or dismissing a worker (LRA Schedule 8).
Protect your worker's personal information under POPIA — only use it for the employment relationship and keep it secure.
Official resources
Direct links to the regulators, acts, and government services. Always check these for the latest information:
Plain-English answers to the most common questions employers ask us. These are general explanations only — see the official sources above for the legal text.
Does Wagedesk give me legal advice?
No. Wagedesk is a software tool for keeping records, calculating UIF and PAYE, and sending payslips. We are not lawyers, accountants, or labour consultants. If you are unsure, please consult a registered professional or contact the Department of Employment and Labour, CCMA, or SARS.
Do I need a written contract of employment?
Yes. BCEA section 29 requires every employer to provide written particulars of employment on or before the first day of work. We provide a sample contract below as a starting point — you must complete and sign it with your worker.
What is the current National Minimum Wage?
The NMW is set by the Department of Employment and Labour and is adjusted annually (usually 1 March). Domestic workers are at parity with the general NMW since 1 March 2022. Always check the latest amount on the NMW Act gazette before setting a wage. Wagedesk does not enforce a minimum — you must verify.
Do I have to register with UIF?
Yes, in almost all cases. If you employ someone for more than 24 hours per month, you must register as an employer with UIF and submit monthly declarations and contributions (1% employer + 1% employee). Use uFiling to register. Wagedesk calculates the contribution but does not submit it for you.
Do I have to register for PAYE?
Only if your total payroll is high enough to trigger PAYE liability (broadly: any single worker earning above the tax threshold, currently around R95 750/year). Domestic employers with one worker earning below the threshold typically do not need PAYE. Check with SARS or your accountant.
How much annual leave must I give?
BCEA section 20 entitles a worker to at least 21 consecutive days (15 working days) of paid annual leave per leave cycle of 12 months. Wagedesk defaults to 15 working days per year. You can give more, but not less.
How much sick leave?
BCEA section 22 entitles a worker to paid sick leave equal to the days they would normally work in a six-week period, over a 36-month cycle. For someone working 5 days a week, that is 30 days every 3 years. In the first 6 months, sick leave accrues at 1 day per 26 days worked.
What must appear on a payslip?
BCEA section 33 requires the employer's name and address, the worker's name and occupation, the period of payment, the worker's pay (and rate), any overtime, deductions, the total amount paid, and the worker's UIF reference. Wagedesk's payslips contain most of these — make sure you have entered your address and UIF reference correctly.
Can I deduct a loan from a worker's wages?
Only with the worker's written consent and within the limits of BCEA section 34. Deductions for advances or loans should not leave the worker with less than the minimum wage and as a guideline should not exceed 10% of monthly wages. Wagedesk's loan flow records the worker's consent on WhatsApp as an audit trail, but you remain responsible for fairness.
What is the notice period for termination?
BCEA section 37 requires: 1 week for less than 6 months of service, 2 weeks for 6 months to 1 year, and 4 weeks for more than 1 year (or for a farm or domestic worker employed for more than 6 months). Notice must be given in writing.
What if I want to dismiss a worker?
Dismissal must be for a fair reason (misconduct, incapacity, or operational requirements) and follow a fair procedure (LRA Schedule 8). For misconduct, this typically means a warning, an investigation, and a disciplinary hearing where the worker can respond. Dismissing unfairly can lead to a CCMA case with compensation of up to 12 months' pay. Get advice before you dismiss.
What does the CCMA do?
The CCMA hears disputes about unfair dismissal, unfair labour practice, wage underpayment, and discrimination. A worker has 30 days from dismissal to refer a case. The first stage is conciliation (free, informal). If unresolved, the case goes to arbitration. Keeping good records on Wagedesk helps your defence — but you still need to follow a fair process.
What does POPIA mean for me as a small employer?
You collect personal information about your workers (name, ID, phone, salary). POPIA says you must use it only for the employment relationship, keep it secure, and delete it when you no longer need it. You must also register an Information Officer with the Information Regulator (by default this is you, the employer). Wagedesk stores data securely on your behalf, but you are still the "responsible party" under the Act.
How long must I keep employment records?
BCEA section 31 requires you to keep records of hours worked, wages paid, leave taken, and similar information for at least 3 years from the date of the last entry. Wagedesk keeps these records for as long as your account is active.
Sample employment contract
Below is a basic written-particulars-of-employment template that meets the minimum BCEA section 29 requirements. This is a sample only — it does not cover every situation and is not a substitute for legal advice. Adapt it to your situation, complete the blanks, sign two copies, and keep one with your records.
Click the button to open the contract in a new tab. From there you can print it or save it as a PDF using your browser's print dialog.
Privacy policy and POPIA
Who we are
Wagedesk is a WhatsApp-based staff management platform for South African employers. Contact: info@wagedesk.co.za.
What we collect
Employer information: name, email, phone, address, industry, password (stored as a hash). Worker information entered by the employer: name, phone, role, salary, date of birth, start date, days off, and the records the system generates (leave, loans, overtime, payslips, audit log).
Why we collect it
To provide the Wagedesk service — to let employers manage leave, loans, overtime, and payslips for their workers via WhatsApp, and to calculate UIF and PAYE.
How we protect it
Data is stored on a secured server hosted by Hetzner in Germany, with HTTPS/SSL in transit. Access is restricted to the Wagedesk system and a small number of authorised administrators. We do not sell personal information to third parties.
How long we keep it
As long as your account is active. You may request deletion at any time and we will remove your data within 30 days, subject to any record-keeping obligations you have under BCEA or SARS rules.
Your rights under POPIA
You have the right to access, correct, delete, and object to processing of your personal information. To exercise any of these rights, or to lodge a complaint, contact us at info@wagedesk.co.za. You may also lodge a complaint with the Information Regulator.
Cross-border transfer
Our server is located in Germany (Hetzner). Germany has data-protection laws (GDPR) that provide protection broadly equivalent to POPIA. By using Wagedesk you consent to this transfer.
Terms of use
By using Wagedesk you agree that:
You are the employer (or an authorised representative) and have the right to enter your workers' personal information.
Wagedesk is provided "as is" without warranty. We do our best but we do not guarantee uninterrupted service or that every calculation matches your specific situation.
You remain responsible for compliance with all applicable laws — BCEA, LRA, UIF Act, Income Tax Act, POPIA, National Minimum Wage Act, and any Sectoral Determination that applies to your sector.
Wagedesk is not liable for any fines, claims, awards, or losses arising from non-compliance, incorrect data entry, or your decisions as an employer.
We may update these terms from time to time. Continued use after an update means you accept the updated terms.
The pay you entered is below South Africa's national minimum wage of
R30.23/hour (BCEA / NMW Act). We've saved the record
and logged this for your audit trail, but you should make sure a
lawful exemption applies (apprentice, EPWP, registered learnership,
etc).
Adjust Leave Balance
Log Leave
Your staff member will receive a WhatsApp message to confirm.
Issue Loan
Your staff member will receive a WhatsApp message to confirm.
Log Overtime
Your staff member will receive a WhatsApp message to confirm.