Why HG Super Pay?
With Payday Super now in effect, venues that book eligible sole-trader artists and players directly need a practical way to pay and track their superannuation - without adding separate accounting software to their workflow.
Some platforms require artist payments to flow through their system, holding your money before it reaches the artist. HG Super Pay works differently. Your artist payments continue to move directly from you to the artist. When you submit super through HG Super Pay, the contribution is direct debited from your nominated bank account and processed through SuperChoice's SuperStream clearing-house service. Hot Giggity does not receive or hold the artist's performance fee or the super contribution.
In short:
- You keep managing your own bookings and invoicing exactly as you do now
- Super contributions are direct debited from your nominated bank account and processed through SuperChoice
- You authorise direct debit once during setup and remain in control of which contributions you submit
- Full visibility and tracking of every payment, from submission through to settlement
HG Super Pay helps you calculate, submit and track super contributions without changing how you pay your artists.
About This Guide
HG Super Pay lets your venue pay superannuation directly to the sole-trader artists and players you book - no separate accounting software required. This guide walks you through the whole journey: choosing it as your super payment method, activating the add-on, registering as an employer, mapping your artists, and paying and tracking super.
Payday Super timing: From 1 July 2026, paying an eligible artist's performance fee or invoice generally creates a Payday Super obligation. In most cases, the contribution must reach the artist's super fund within 7 business days of that payment. Clearing-house processing time counts towards this period, so we recommend submitting the super contribution through HG Super Pay on the same day you pay the artist. Limited exceptions apply, including some first contributions for a new worker or new fund. See the ATO's Payday Super payment deadlines.
Before you start:
| Topic | Details |
|---|---|
| Availability | Australian customers only |
| Pricing | $1.50 ex GST per artist payment per pay run, billed on the 5th of the following month. For example, if an artist plays 4 gigs at your venue in a fortnightly pay period, that is one artist payment = $1.50 ex GST. |
| Who it's for | Standalone venues that book sole-trader artists or players directly and are responsible for paying their superannuation |
| Permission needed | You must be the venue's profile owner, or have financial permission on the venue, to set this up |
| Setup timing | Employer verification can take up to 48 hours. Complete the setup and ask artists to complete their Financial profiles before you make the first artist payment. |
What Is HG Super Pay?
When you book an eligible sole-trader artist or player directly, you may be responsible for paying their superannuation. HG Super Pay shows you what you owe across your bookings, lets you submit it in a few clicks, and tracks each contribution through to settlement - all without leaving Hot Giggity.
You stay in control: you choose which eligible contributions to submit, you authorise direct debit once during setup, and the contribution is processed from your nominated bank account through SuperChoice to the artist's super fund.
Setup Steps
Step 1 - Choose Your Super Payment Method
Everything starts with one decision: how do you want to pay super?
Go to: Manage → My Venues, find your venue and click Edit, then open the Financial step.
In the Super Payments section you'll see: "Choose how you want to pay superannuation contributions on behalf of your sole trader artists." There are two options:
- Pay with Xero - super is processed through your connected Xero account (requires a Pro plan and an active Xero integration).
- Pay with HG Super Pay - super is paid directly through Hot Giggity.
Select Pay with HG Super Pay and save/next at the bottom of the page.
Permissions: If you don't have financial permission on this venue, ask the venue owner or an admin to grant it - you won't be able to complete the next steps without it.
Step 2 - Open the HG Super Pay page
Once you've saved Pay with HG Super Pay, a new HG Super Pay step appears in your main menu - under Manage / HG Super Pay.
The HG Super Pay hub has four tabs:
| Tab | What it's for |
|---|---|
| Overview | Your status at a glance and quick actions |
| Employer | Register your venue as an employer (one-time setup) |
| Employees | Map the sole-trader artists and players you book to HG Super Pay |
| Contribution History | A searchable log of past super contributions per employee (appears once the add-on is active) |
Step 3 - Activate the Add-On
On the Overview tab, the Add-on card shows as Inactive. It also shows the price: $1.50 ex GST per artist payment per pay run.
Click Activate HG Super Pay. You'll be taken to our integrated checkout to add card details and activate the add-on. When you return, you'll see a confirmation that the subscription is active (or a message that checkout was cancelled and no changes were made).
Once active, the Overview tab shows three status cards:
| Card | What it shows |
|---|---|
| Add-on | Active (green) once the add-on is enabled |
| Employer | Your current employer registration state (see Step 4) |
| This month | Number of submissions made and estimated cost so far, billed on the 5th of the following month |
Below the cards you'll find Quick actions - shortcuts to Super Ledger, Payments, and Manage employees.
Step 4 - Register as an Employer
Open the Employer tab. Until you finish, the form shows a grey "Not Registered" chip.
Fill in each section:
| Section | Fields required |
|---|---|
| Employer Details | Trading / Company Name; ABN |
| Contact Person | First Name, Last Name, Email; Mobile Phone (Area Code and Telephone are optional) |
| Registered Address | Street, Suburb, State, Postcode |
| Contribution Bank Account | BSB, Account Number, Account Name - this is the account from which submitted super contributions will be direct debited |
| Refund Bank Account | Tick "Same as contribution account" to reuse the details above, or untick and enter a separate BSB, Account Number and Account Name |
| Direct Debit Authority | Tick the checkbox to authorise direct debit. Click Terms & Conditions to read the agreement first. |
| Signatory | Signatory Name and Signatory Position |
| Digital Signature | Click Draw to sign with mouse or touch screen, or Upload Image to add a saved signature. Use Clear Signature to start again. |
When every required field is complete and you've agreed to the direct debit, the Register as Employer button becomes active. Click it.
You'll see "Registration Submitted". Registration can take up to 48 hours to complete, and we'll email you once it's processed. The chip in the Employer tab form shows "Registered" once the form has been submitted.
Allow time before your first payment: You cannot submit contributions until the employer registration is active. Complete this setup before paying your first eligible artist.
Employer status on the Overview tab: The Employer card tracks your registration through three stages.
| Status shown on Overview card | What it means |
|---|---|
| Not registered (grey) | You haven't submitted the Employer Setup form yet |
| Submitted - Awaiting Verification (blue) | Your form has been submitted and is being processed - can take up to 48 hours |
| Active (green) | Your employer registration is fully verified and contributions are enabled |
Note: The Employer tab form itself shows a simpler "Registered" / "Not Registered" chip that reflects whether the form has been submitted, not whether verification is complete.
Step 5 - Map Your Artists (Employees)
Open the Employees tab. You'll see your Employee Mapping table listing the sole-trader artists and players you've booked, with their registered email and a status chip:
| Status chip | Meaning | Available actions |
|---|---|---|
| Mapped (green) | Already connected to HG Super Pay | UPDATE to sync latest profile data; DELETE to remove the mapping |
| Not Mapped (pink) | Not yet connected | CREATE NEW to register with HG Super Pay |
Note: You will only see sole trader artists here who you have already booked and have super payable.
To map an artist who is Not Mapped, click CREATE NEW on their row.
A Register Employee window opens showing that artist's profile details - name, email, date of birth, masked TFN, address, fund name, USI, member number and fund ABN. These details are read-only and come straight from the artist's own Financial profile. The artist's full TFN is stored securely and is not displayed to venue users.
⚠ If the artist's profile is missing required super details, you'll see a warning for missing information. The artist must complete their Financial profile first - see Step 7.
When the profile is complete, click Register Employee. You'll see a confirmation ("Employee registered successfully - their super payments will now be directed to the correct fund"). Click Done. Their status changes to Mapped.
Updating an artist's details: If an artist updates their super details, open their row and click UPDATE. The Update Employee window shows their latest profile details (read-only). Click Update to confirm the synced changes. You will not be able to process a super payment until you have actioned this update.
Removing an artist: To unmap an artist, click DELETE on their row and confirm. This disconnects them from HG Super Pay; it does not delete their profile.
Step 6 - Contribution History Tab
The Contribution History tab (visible once the add-on is active) gives you a searchable log of every super contribution processed for your mapped artists.
Use the filters at the top to narrow results:
| Filter | What it does |
|---|---|
| Start Date / End Date | Filter by pay period date range |
| Employee | Select a specific mapped employee, or leave as "All Employees" to see everyone |
Click Search to load results. Each row shows the employee name, pay period, contribution amount, super fund, and contribution status.
Tip: Use this tab to reconcile contributions and verify that past payments have reached the correct super fund for each artist.
Step 7 - The Artist Prerequisite (Important)
Before you can register an artist, they must have completed their own Financial profile in Hot Giggity, including:
- Full legal name
- Date of birth
- Address
- Tax File Number (TFN)
- Super fund details: fund name, USI (auto-populated), fund ABN (auto-populated) and member number
If any of these are missing, you'll see an incomplete-profile warning when you try to register them (Step 5). Ask the artist to finish their Financial profile, then map them.
Important: Missing artist details do not remove your super obligation. Require the artist to complete their Financial profile before you pay their invoice. If you pay the artist before their details are complete, the Payday Super timeframe generally still starts and you may not be able to submit the contribution through HG Super Pay in time. Hot Giggity cannot enter or change sensitive information such as an artist's TFN on their behalf.
If an eligible artist does not provide a chosen super fund, stapled-fund or default-fund rules may apply. HG Super Pay does not request stapled-fund details from the ATO on your behalf. See Creative Workplaces: Making super payments or seek professional advice.
Step 8 - Pay Super via Super Ledgers
As you book sole-trader artists, the super you owe builds up automatically.
Payday Super reminder: Paying the artist generally starts the deadline. Submit their contribution through HG Super Pay on the same day wherever possible so there is enough time for the direct debit, clearing-house processing and fund allocation.
Go to: Super Ledgers (sidebar) and open the "Super I Owe" tab.
Each row shows:
| Column | What it means |
|---|---|
| Payee Contact Name | The artist you owe super to |
| Booking / Invoice # | The booking and invoice this super obligation relates to |
| Super Amount | The amount of super owed for this item |
| Super Pay Ready | Green tick = artist's super fund details and employee registration are complete |
| Status | Current payment status for this item |
Use the date filter at the top right to focus on a particular period, and the contact filter to find a specific artist.
Tick the artists/items you want to pay, then use the Pay Super action and confirm the amounts in the payment window to submit your payment.
Before submitting, check that:
- The artist's performance fee or invoice has been paid and the payment date is correctly recorded
- The artist is mapped and their latest profile details have been synced
- The selected booking items and contribution amounts are correct
- Your nominated bank account has enough cleared funds for the direct debit
You can expand each artist dropdown to see the list of payments for that artist.
You then need to click Validate, which is our final check that all information is present before submitting the payments.
After clicking Validate, you'll see a "Ledgers Valid" confirmation - and can then press Pay Now.
After you submit the contribution to SuperChoice, the status changes to Processing. Processing does not yet mean the contribution has reached the artist's fund.
Once the contribution has been sent from the clearing house to the member's super fund and is fully settled, the status shows a green tick. Click the three dots, then select View to see the payment details.
Step 9 - Track Your Payments
Go to: Payments (sidebar) and open Payments I Made.
This tab shows every payment made from your nominated bank account to the super clearing house. Click View to see the payment details.
Step 10 - Billing & Costs
HG Super Pay costs $1.50 ex GST per artist payment per pay run, billed on the 5th of the following month. Multiple eligible booking items for the same artist can be included in one artist payment when they are submitted together as part of the same pay run. For example, if an artist has played 4 gigs during your fortnightly pay period and those items are submitted together, the charge is $1.50 ex GST for that artist - not per gig. Separate submissions may be charged separately.
To see what's accruing this period, go to Manage → My Venues → Edit → HG Super Pay → Overview. There you'll see a card titled "This month" showing how many submissions you've made and the estimated amount accruing.
Cancelling the Add-On
If you no longer need HG Super Pay, go to Manage → Account Settings → Membership and find the Add-ons section. On the HG Super Pay card, click Cancel Add-on.
After cancelling, the add-on returns to Inactive and you won't be able to submit new HG Super Pay payments until you reactivate it. Contributions already submitted will continue processing and are still billed on the 5th of the following month. Cancelling the add-on does not cancel or reverse contributions already submitted.
Troubleshooting & FAQ
I can't register an artist
The artist's profile is missing required super details. Ask them to complete their Super details by going to Manage / My Personal Profile / Financials - Superannuation. There they can add all required details including legal name, DOB, Tax File Number, super fund name (USI and Fund ABN will be auto-populated) and member number. Once their profile is complete, return to the Employees tab and register them.
Where do I see what HG Super Pay will cost me?
Two places: the "This month" card on the HG Super Pay Overview tab, and the HG Super Pay summary card in Manage → Account Settings → Membership → Payment History. Billing is $1.50 ex GST per artist payment per pay run, charged on the 5th of the following month.
I already pay super through Xero. Do I have to switch?
No. HG Super Pay is an alternative to the Xero workflow. If you'd like to switch, choose a clear cutover date and confirm which contributions have already been submitted through Xero. Mark previously paid items correctly in Hot Giggity so you do not submit the same contribution through both systems. Then change Super Payments to "Pay with HG Super Pay" in Manage → My Venues → Edit → Financial, activate the add-on and complete your employer setup. Your existing Xero records are unaffected.
What if an artist has not supplied their super details?
Ask the artist to complete their Financial profile before you pay their invoice. Paying the artist generally starts the Payday Super timeframe, even if their details are incomplete. Missing details do not remove your obligation. If the artist does not nominate a fund, stapled-fund or default-fund rules may apply outside HG Super Pay.
What happens if a contribution fails or is refunded?
Open the payment and review the reason shown. The issue may relate to the nominated bank account, the artist's details or their super fund details. Correct the relevant information, update the employee mapping if required, and resubmit promptly. A failed or refunded contribution has not satisfied the super obligation and the original Payday Super deadline still applies. Contact support@hotgiggity.com if you cannot resolve the issue.
What do the payment statuses mean?
See the Payment Status Reference section below. A contribution normally moves from Pending → Processing → settled (green tick). Processing means the contribution is still in flight. Only the green tick confirms it has fully settled.
How do I stop using HG Super Pay?
Go to Manage → Account Settings → Membership, open the Add-ons section, and click Cancel Add-on on the HG Super Pay card.
Is HG Super Pay available everywhere?
No - HG Super Pay is available to Australian customers only.
The Employer card on Overview still shows "Submitted - Awaiting Verification" - is that normal?
Yes. After you submit the Employer Setup form, registration with the clearing house can take up to 48 hours. During that window, the Overview card shows "Submitted - Awaiting Verification". Once verification is complete, the card automatically updates to "Active" and you'll receive an email confirmation.
My venue is part of a Venue Group - is this guide for me?
No - this guide covers standalone venues only. Venue Groups have a group-level or per-venue employer setup; see the Venue Group HG Super Pay guide.
Payment Status Reference
Every super payment has a status that tells you exactly where it is in the processing pipeline.
| Status | What it means |
|---|---|
| Pending | A super ledger record exists but has not yet been submitted. This is the default state. |
| Processing | The contribution has been submitted to SuperChoice and is being processed. It has not yet fully settled in the artist's super fund. |
| ✅ (green tick) | The contribution is fully settled - funds have been sent to the artist's super fund. |
| Refunded (orange chip) | The contribution was returned and has not been successfully paid into the artist's fund. Open the payment to view the reason, correct the relevant artist, fund or employer details, update the employee mapping if required, and resubmit promptly. |
| Failed (red chip) | The contribution was not completed. Open the payment to check whether the failure relates to the nominated bank account, employee details or super fund details. Correct the issue and resubmit promptly. |
Important: A failed or refunded contribution has not reached the artist's super fund and has not satisfied the super obligation. The original Payday Super deadline still applies.
Further Information
- ATO: Payment deadlines for Payday Super
- Creative Workplaces: Superannuation
- Hot Giggity: Super for Sole Traders - What Hirers Must Do
This article provides general information about using HG Super Pay. It does not determine whether a particular worker is entitled to super and is not legal, tax or financial advice. Superannuation obligations depend on the engagement and individual circumstances. Seek advice from the ATO, your accountant or another qualified adviser where required.
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