Overview
Missing a payroll deadline is one of the most damaging operational failures a small business can make — it damages employee trust, triggers compliance issues, and creates legal liability. Rippling processes payroll on a fixed schedule, but the approval window is easy to miss when the deadline falls during a busy week. This automation sends a Slack reminder to the payroll approver 2 days before the deadline, ensuring the approval is never an afterthought.
Before you start
- Rippling payroll account
- Google Calendar for reminder events
- Slack workspace
- Zapier free plan
Step-by-step guide (4 steps)
Identify your Rippling payroll processing schedule
In Rippling → Payroll → Payroll Schedule, note your processing dates for the year. Payroll typically has a 2-day processing window — submissions must be approved by a specific date and time for on-time payment. Write down the next 12 months of approval deadlines.
Create recurring calendar reminders in Google Calendar
In Google Calendar, create a recurring event 2 business days before each payroll approval deadline. Title: 'PAYROLL APPROVAL DUE — Rippling'. Set a reminder notification for 9 AM on the event day. This is the zero-code starting point.
Connect Google Calendar to Zapier for Slack reminders
In Zapier, create a Zap with Google Calendar trigger 'Event Start' (fire when the 'PAYROLL APPROVAL DUE' event starts). Action: Slack 'Send Direct Message' to the payroll approver: 'Payroll approval is due in Rippling today. Log in here to review and approve: [Rippling payroll link]. Missing the deadline means delayed paychecks.'
Send the Slack reminder to both the primary payroll approver and a backup (HR manager or owner). If the primary approver is out, the backup can act.
Send a same-day deadline alert
Create a second Zap triggered by a calendar event on the actual payroll deadline day: send a more urgent Slack message at 9 AM: 'FINAL REMINDER: Payroll must be approved in Rippling by [deadline time] today. Log in now: [link].' This catches anyone who missed the 2-day reminder.
What you'll get
Payroll is always approved on time — zero risk of delayed employee payments
Both primary and backup approvers are alerted
Two-reminder system (2 days before + day of) provides a safety net
Takes 30 minutes to set up and runs forever with no maintenance
Common mistakes to avoid
Only sending the reminder on the deadline day — not enough lead time if the approver is busy
Sending to only one person with no backup notification
Not including the direct Rippling link — approvers waste time navigating to the right page
Setting up reminders only for the next cycle — create them for the full year at once
Frequently asked questions
Do I need coding experience to set up this Rippling automation?
No coding is required. This guide walks you through everything using Rippling's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.