Employment Hero Integration Guide

Employment Hero Integration Guide

The Employment Hero and CareVision integration streamlines payroll processing by automatically transferring employee data, such as timesheets and pay details between systems. Information syncs from CareVision to Employment Hero for employee records. This reduces manual operations, minimizes errors, and ensures payroll information remains accurate.

This document describes the process to set up, synchronize, and manage staff and payroll data between Employment Hero and CareVision.

Keywords: employment hero integration, link employment hero to carevision, employment hero payroll, payroll processing guide, employment hero setup, staff pay details employment hero, generate payroll carevision


I. Prerequisites

Before integrating Employment Hero with CareVision, ensure the following requirements are met:

A. Obtain Required Credentials & Access

1. Log in to Employment Hero Portal

  1. Request access credentials from the Employment Hero support team.

  2. Log in to the Employment Hero portal using your credentials as business administrator.

  1. Enable two-factor authentication (2FA) on the Employment Hero login page.

2. Log in to CareVision Portal

  1. Request access credentials from the CareVision support team.

  2. Log in to the CareVision portal using your credentials.

 B. Complete Initial Setup for CareVision and Employment Hero
1. Set Up Employment Hero Organization Data in Parameter Store
Set Up Employment Hero Organization Data in Parameter Store
The system administrator should set up the following Employment Hero organization data:
  1. redirect_url
  2. base_url
  3. client_id
  4. client_secret
  5. accounts
    1. organization_ids
    2. business_id
    3. taxFileNumber
    4. bankAccount1_BSB
    5. bankAccount1_AccountNumber
    6. bankAccount1_AllocatedPercentage
    7. superFund1_ProductCode
    8. superFund1_FundName
    9. superFund1_MemberNumber
    10. superFund1_AllocatedPercentage
Sample Setup
Notes
This setup is completed in the Parameter Store within CareVision. To assist your organisation with this setup, please contact the CareVision support team.

2. Setup Organization ABN
Setup Organization ABN
  1. In CareVision, go to Settings in the left navigation menu.
  1. Click General Config.
  1. Under Organisation Details, find the ABN/ACN field and enter the ABN registered in Employment Hero.
  1. In Employment Hero, go to the left navigation menu and click Business.
  1. Click Payroll Settings.
  1. Under Business Details, check the ABN field and ensure it matches the ABN entered in CareVision.
3. Setup Job Classifications
Setup Job Classifications
  1. Configure the careorganizations_jobclassifications.job_classification field as described in the Data Mapping Between CareVision - Employment Hero table.
Notes
This can currently only be done via API requests. No UI available yet. Your implementation consultants can assist you with this.
  1. Ensure that Job Classifications in CareVision align with Employment Agreements in Employment Hero.
Relevant columns in CareVision are populated with the following:
ColumnDescription
idValue
careorganization_idClient's Organisation ID, which can be found in the URL of their web portal.
job classificationThe job classification assigned to the staff member, as found in the Staff Profile under Staff Pay Details > Pay Details > Job Classification.
rate_setThe set of pay rates applicable to the staff member or job classification.
pay_ruleThe rule or policy that determines how pay is calculated for the staff member.
friendly_nameA user-friendly name.
descriptionA brief explanation or summary of the record.
available_for_new_staffIndicates whether this record is available for assignment to new staff members.
payroll_sleepover_description_prefixThe prefix used in payroll descriptions for sleepover shifts.
created_atThe date when the record was created.
createdby_user_idThe unique ID of the user who created the record.
modified_atThe date and time when the record was last modified.
modifiedby_user_idThe unique ID of the user who last modified the record.
deleted_atThe date and time when the record was deleted.
deletedby_user_idThe unique ID of the user who deleted the record.


3. Check Employment Agreements in Employment Hero:
  • In Employment Hero, go to the left navigation menu and select the Business section.
  1. Click Payroll Settings.
  1. Scroll down to Employment Agreements.
  1. Verify that the Employment Agreements section aligns with Job Classifications in CareVision.
Notes
The job classification name should follow this naming convention of Employment Agreement name in Employment Hero <job_classification_name> - <work_type>. For example, if the job classification of employee is “Home Care—Disability Care—Level 3 (Day Worker)“ and the work type is “Casual“, the job classification name of the staff in the staff pay details should be “Home Care—Disability Care—Level 3 (Day Worker) - Casual“
4. Install the SCHADS Award in Employment Hero
Install the SCHADS Award in Employment Hero
We recommend installing the SCHADS Award in Employment Hero. This allows the system to automatically set up several important components for you, including: Employment Agreements (Job Classifications), Work Types, Pay Categories, Leave Allowances, Pay Rate Templates, and Pay Condition Rule Sets.
  • In Employment Hero, navigate to Business > Payroll Settings.
  1. Click Manage Awards.
  1. Search for Social, Community, Home Care and Disability Services Industry Award 2010 [MA000100]. Make sure the SCHADS Award is installed in Employment Hero. If it is not already installed, proceed to install it.
5. Map Work Types to Pay Categories in Employment Hero
Map Work Types to Pay Categories in Employment Hero
In Employment Hero, each work type must be mapped to a pay category. This mapping is important because the PayComponentCode column in the subsequent TechOne File that will be generated is sourced from the pay category associated with each work type. 

A. Map Work Types to Pay Categories
To map work types to pay categories:
1. In Employment Hero, go to Business > Payroll Settings > Work Types.

2. In the Your Work Types dropdown, select Social, Community, Home Care and Disability Services Industry Award 2010 [MA000100].

3. Review the relevant work types and ensure that each work type is mapped to the appropriate pay category. This can be:
  1. The employee’s primary pay category
  2. A specific pay category
  3. A leave category

B. Manage Pay Categories in Employment Hero
1. In Employment Hero, navigate to Business > Payroll Settings > Pay Categories.

2. In the Pay Categories dropdown, select Social, Community, Home Care and Disability Services Industry Award 2010 [MA000100].

3. Choose the relevant pay category, for example, Permanent - Ordinary Hours. Review the linked categories and add any additional linked categories as needed.

4. In the External ID field, enter the ID that is supported by TechOne.
6. Setup Cost Centres
Setup Cost Centres

1. Configure the cost_centresfield as described in the Data Mapping Between CareVision - Employment Hero table.

  1. Go to Settings in the left navigation menu in CareVision.

  1. Click Cost Centres.

  1. Update or create new cost centres to ensure their names exactly match the location names in Employment Hero. Any cost centre assigned to staff must use the exact text as it appears in Employment Hero.

  1. In Employment Hero, go to the left navigation menu and click the Business section.

  1. Click Payroll Settings.

  1. Click Locations.

  1. Review the Locations in Employment Hero, which are used for costing, payroll tax reporting, and public holiday settings.

  1. Ensure all cost centre names in CareVision match the corresponding location names in Employment Hero.

7. Set Up Reference Codes
Set Up Reference Codes

A. Set Up Leave Types

  1. Go to Settings in CareVision and select Leave Types.
  2. In Employment Hero, go to Work Types and find the External ID.
  3. Enter the External ID from Employment Hero into the Allowance Code field in CareVision.

Notes
If the External ID is not set, you will need to populate it with a value. We recommend that you set a unique number code for each on Employment Hero.

B. Set Up Kilometer Reference Code

  1. In CareVision, go to General Config and navigate to the Organisation Reference Codes section.

  2. In Employment Hero, locate the External ID.

  1. Enter the External ID from Employment Hero into Ref 23 in CareVision.

The KM Billing Category setup in CareVision can be configured at both the organisation level and the billing category level.
  1. Organisation-Level Setup: The configuration applies across the entire organisation.
  2. Billing Category-Level Setup: If you need a specific billing category to have a different rate paid to staff, you can configure it at the billing category level for that exception.
  3. The billing category-level setting takes precedence. If no billing category-level setting is found, the organisation-level setting will be used.

C. Set Up Sleepover

  1. In CareVision, go to General Config and navigate to the Organisation Reference Codes section.

  1. In Employment Hero, locate the External ID associated with the sleepover work type.

  2. Copy the External ID from Employment Hero and enter it into Ref 15 in CareVision.

The Sleepover External ID in CareVision can be configured at both the organisation level and the billing category level.
  1. Organisation Level: The External ID entered in Ref 15 applies to all billing categories across the organisation. If Employment Hero uses the same External ID for both sleepover and travel, enter this shared External ID into Ref 15 in CareVision. ensuring it applies to both categories as needed.
  2. Billing Category Level: If a specific billing category requires a different External ID, you can enter a separate configuration at this level. The billing category-level setting takes precedence. If no billing category-level setting is found, the organisation-level setting will be used.

d. Set Up Standard Work Type ID 

Enter the appropriate value in Ref 24 for standard time-based output based on your organisation. This assigns a work type ID to standard time-based billing categories, as reflected in the Work Type External ID column in Employment Hero.

e. Set Up Breaks

In specific cases, breaks need to be recorded and identified using a specific code. CareVision ensures these codes are included when when sending timesheets to Employment Hero, ensuring paid breaks are processed correctly.

  1. Obtain the External ID for each type of Standby Break from Employment Hero Payroll. Categorize these breaks as needed (afternoon, lunch, etc.).

  2. In CareVision, click Schedules from the left menu bar.

  1. Click Teams.

  1. Set filters as needed.

  1. Click Apply.

  1. The list of staff will appear on the left side. Select the relevant staff member from the staff list on the left side of the screen.

  1. Click the plus (+) icon next to the staff member’s name.

  1. Choose Create Scheduled Break to add a break for this staff member only.

  1. Alternatively, select Create Scheduled Break Template to create a reusable template for multiple staff.

  1. The Create Scheduled Break window is displayed. Complete all required fields.

  1. In the Break Code field, enter the corresponding External ID (obtained from Employment Hero Payroll) for each break.

  1. Once all required fields are completed, click Save.

  1. There is no organizational-level setup for paid breaks in CareVision. You must follow the steps above for each staff member or use templates as needed.
  2. CareVision automatically computes and streamlines break payments when timesheets are sent to Employment Hero. The correct rate is applied based on the Break Code.

Info
For more information about Reference Codes, refer to the Carevision Reference Codes Table.

 II. Link Employment Hero to CareVision

To ensure seamless payroll processing between CareVision and Employment Hero, establish the integration between the two systems.

  1. In the left navigation menu, click Settings.

  1. Click Integrations.

  1. Find Employment Hero and click Link My Account.

  1. Log into Employment Hero when prompted to complete the integration.

  1. A success message will confirm your account is linked.

  2. After integration, the system automatically syncs all staff records, ensuring that staff profile details and pay information in CareVision are accurately reflected in Employment Hero. We recommend that you check the sync data before and after the integration to ensure that all information has been accurately transferred.

How It Works When Your Account Is Already Set Up on Employment Hero 

If your account is already set up on Employment Hero and you enable this integration, the following scenarios will occur:

  1. The integration will automatically check for existing Employment Hero payroll IDs.
  2. If a payroll ID matches an existing record in Employment Hero, the integration will update that record rather than create a new one.
  3. If a payroll ID does not exist, a new record will be created in Employment Hero.

Notes
Before starting the sync, verify that all relevant Employment Hero payroll IDs are correctly entered in CareVision. If the payroll IDs are missing or incorrect, duplicate records may be created in Employment Hero, requiring manual removal of those duplicates from the payroll. Taking this step helps avoid unnecessary manual clean-up and ensures a smoother integration process.

III. Process Payroll

A. Prepare Staff Profiles
Prepare Staff Profiles

A. Complete the Detailed Profile Section
1. In the left menu bar, click People.
  1. Click Teams.
  1. Select the staff member whose profile you want to update.
4. Click the Detailed Profile section.
  1. Make sure that all required information is completed for each staff profile. Some of the most important fields include:
  1. Employee Number 
  2. Employment Start Date
  3. Payroll Employee ID
6. Ensure the Do not send to CareVision Payroll checkbox is unticked.
Info
For more information about the required fields in the staff profile that must be completed for payroll, see the General Payroll Concepts documentation.

B. Complete the Staff Pay Details Section
In the staff profile, click the Staff Pay Details section. Ensure all required fields in this section are completed, as this allows seamless synchronization with payroll and supports accurate staff payments.
Info
For detailed instructions on completing staff pay details, see the Set Up Staff Pay Details documentation.

C. Complete the Work Availability Section
In the staff profile, click the Work Availability section. This section records each staff member’s work schedule and planned leave. The information entered here syncs with Employment Hero, ensuring payroll calculations accurately reflect both scheduled work hours and approved leave.
Info
For detailed instructions on completing staff work availability, see the Set Up Staff Work Availability documentation.
B. Review Bookings Before Export
Review Bookings Before Export
Reviewing and approving bookings before export is important for payroll accuracy. The Service Review board allows you to verify each booking’s details and resolve any issues before exporting to payroll. Approving only accurate bookings helps prevent errors and ensures staff are paid correctly.
  1. On the left menu bar, click Actions and then click Service Review.
  1. In the upper right, set the From date to the start of your pay period.
  1. Set the To date to the end of your pay period.
  1. Click the Refresh button to load the bookings.
  1. The Service Review board will display all bookings for the period you select.
  1. Review the booking outputs that may impact payroll.
The Service Review Board in CareVision provides a view of payroll columns for each staff member. Before approval, check the following pay columns:

ColumnDefinition
TimePay Time represents the specific time period or time entries for which the staff member is being paid. This is commonly based on either the rostered (scheduled) time or the actual check-in/check-out times if there was a deviation and it was approved. The system defaults to paying scheduled time to avoid minor discrepancies, but this can be overridden if justified and approved.
Travel With Client (TWC)This column tracks the kilometers or travel units associated with transporting or accompanying a client during appointments. If a staff member logs travel with a client, this is recorded here and contributes to their pay. It’s important to check that any travel with a client is accurately logged and matches the staff member’s claims and the appointment details.
Call Out Fee (COF)COF refers to the call out fee, which is an additional payment for travel between appointments or for attending a client outside of regular scheduling. This field captures the calculated kilometres or fees for travel between appointments, excluding the first appointment of the day (as travel to the first appointment is not paid). Ensure that the call out fee is correctly calculated and applied according to the staff member’s bookings and travel records.
DurationThis column reflects the total hours a staff member has worked for a particular shift or booking. By default, CareVision pays based on the scheduled time unless there’s a manual adjustment (such as when a staff member stayed longer with client approval, the duration can be modified to reflect actual check-in/check-out times). It is important to verify that the Pay Duration aligns with the actual time worked and any approved changes.
TimePay Time represents the specific time period or time entries for which the staff member is being paid. This is commonly based on either the rostered (scheduled) time or the actual check-in/check-out times if there was a deviation and it was approved. The system defaults to paying scheduled time to avoid minor discrepancies, but this can be overridden if justified and approved.
C. Resolve Missing Data Issues
Resolve Missing Data Issues
If any data is missing, the Service Review Board will flag it before export.
  1. Bookings with issues are indicated by booking IDs highlighted in red. For each highlighted booking ID, click the downward arrow to expand and view the alert details.
  1. Review and resolve booking issues.


InfoFor more information, refer to the Common Booking Issues and Solutions documentation.

D. Approve Bookings
Approve Bookings
  1. After you have verified that a booking is correct, you can approve it. Under the Actions column, click the checkbox to approve a booking.
  1. A prompt will appear asking you to confirm whether you want to approve the booking. Click Approve to proceed.
E. Generate Payroll
Generate Payroll
Once you are confident that all information is accurate and complete, you can proceed with generating payroll.
  1. In the left menu, click Settings.
2. Select Payroll.
  1. Set the Structure field to KeyPay/Employment Hero.
4. Set the Branch field to the relevant branch.
5. Set the Staff payroll name field to the appropriate payroll name(s).
6. Set the Payroll Name field to the appropriate payroll name(s).
7. Set the Timezone field to the appropriate Australia timezone.
8. Set the From (Inclusive) date field to the start of the payroll period.
9. Set the To (Exclusive) date field to the end of the payroll period.
  1. Turn on the Limit To Approved Items Only toggle if you want to limit your export to include only the approved items in the service review.
Notes
You can export payroll data without requiring item approval if your organisation prefers. Make sure you understand your organisation’s process and apply the appropriate settings when exporting.
  1. (Optional) Turn on the toggle Override Adjustment Period to allow additional days after your export period for capturing any late changes. This ensures that all updates up to the selected adjustment to date are automatically included, helping to keep your reports accurate and complete. When you turn on this toggle, specify the Adjustment From (Inclusive) and Adjustment To (Exclusive) fields.
For example, if your standard export period is June 1, 2025 to June 29, 2025, but approvals and adjustments are finalized on July 1, 2025, you should set:
  • Adjustment From (Inclusive): June 29, 2025
  • Adjustment To (Exclusive): July 2, 2025
This ensures that any changes made from June 29 up to, but not including, July 2 are captured in your export, keeping your June 2025 reports accurate and complete.
Notes
We recommend maintaining a tracking sheet for your payroll team to record the parameters used for each payroll period, supporting future reference or re-runs if necessary.
12. Click Generate Payroll to compile payroll data.
13. Download and extract the ZIP file containing Mileage and Timesheet files.
14. Review both files to ensure all payroll information is accurate.
  1. The Timesheet file includes data on hours worked by staff for each shift. This file contains columns such as Employee External ID, Start Date and Time, End Date and Time, Break Start Date and Time, Break End Date and Time, Location External ID, Work Type External ID, Rate, Comments, and Units.
  1. The Mileage file provides information on kilometers traveled by staff, including callout distances. It contains columns for Employee External ID, Date, Units, and Work Type External ID.
15. Review both Mileage and Timesheet files to ensure all payroll information is accurate. After you review the files and confirm all details are correct, you can enable the Send to KeyPay toggle.
  1. Then, click Generate Payroll to proceed with submitting the payroll to KeyPay/Employment Hero.
F. Verify Timesheets and Run Payroll in Employment Hero
Verify Timesheets and Run Payroll in Employment Hero
Once timesheets has been submitted from CareVision, complete the following steps in KeyPay/Employment Hero:
  1. Review the imported timesheets to confirm all data from CareVision has synced correctly.
  2. Check for any missing, duplicated, or incorrect timesheet entries and resolve any issues as needed.
  3. When all timesheets are accurate, continue with your usual pay run process in KeyPay/Employment Hero.
This document guides you through the integration of Employment Hero with CareVision and outlines each step from initial setup to completing staff pay details and payroll processing using both platforms.

For more information about Employment Hero and CareVision integration, contact the CareVision Support Team.

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