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.

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Step-by-step Process

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.

3. 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

1. Open the CareVision Parameter Store.

2. The system administrator should set up the following Employment Hero organization data:

Sample Setup

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

1. In CareVision, go to Settings in the left navigation menu.

2. Click General Config.

3. Under Organisation Details, find the ABN/ACN field and enter the ABN registered in Employment Hero.

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

5. Click Payroll Settings.

6. Under Business Details, check the ABN field and ensure it matches the ABN entered in CareVision.

3. Setup Job Classifications

1. Configure the careorganizations_jobclassifications.job_classification field as described in the Data Mapping Between CareVision - Employment Hero table.
   

This can currently only be done via API requests. No UI available yet. Your implementation consultants can assist you with this.

2. Ensure that job classifications in CareVision align with Employment Agreements in Employment Hero.
   

Relevant columns in CareVision are populated with the following:

• Check Employment Agreements in Employment Hero:

• In Employment Hero, go to the left navigation menu and select the Business section.

3. Click Payroll Settings.

4. Scroll down to Employment Agreements.

5. Verify that the Employment Agreements section aligns with Job classifications in CareVision.

The job classification name should follow this naming convention of Employment Agreement name in EH <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. Setup Cost Centres

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

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

3. Click Cost Centres.

4. 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.

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

6. Click Payroll Settings.

7. Click Locations.

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

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

5. Set Up Reference Codes

a. Configure 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.

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.

3. 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.

• Organisation-Level Setup: The configuration applies across the entire organisation.

• 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.

• The billing category-level setting takes precedence. If no billing category-level setting is found, the organisation-level setting will be used.

c. Assign Sleepover

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

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

3. 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.

• 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.

• 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. 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. Define 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.

3. Click Teams.

4. Set filters as needed.

5. Click Apply.

6. 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.

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

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

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

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

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

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

• 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.

• CareVision automatically computes and streamlines break payments when timesheets are sent to Employment Hero. The correct rate is applied based on the Break Code.

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

2. Click Integrations.

3. Find Employment Hero and click Link My Account.

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

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

6. 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 EH 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 EH, 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 EH.

Before starting the sync, verify that all relevant EH 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

1. Complete the Detailed Profile Section

1. In the left menu bar, click People.

2. Click Teams.

3. Select the staff member whose profile you want to update.

4. Click the Detailed Profile section.

5. Make sure that all required information is completed for each staff profile. Some of the most important fields include:

   • Employee Number (from TechOne)

   • Employment Start Date

   • Payroll Employee ID

6. Ensure the Do not send to CareVision Payroll checkbox is unticked.

2. Complete the Staff Pay Details Section

For detailed instructions, see the Staff Pay Details documentation.

3. Complete 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.

a. Create Work Schedule

1. In the staff profile, click the Work Availability section.

2. Click +Create Work Schedule

3. Enter a descriptive name for the schedule in the Schedule Name field.

4. In the Schedule Type dropdown field, select either Ordinary Work Schedule or Contract Hours.

• Ordinary Work Schedule is used to create the staff member’s regular work schedule.

• Contract Hours is used to create a schedule based on the staff member’s contracted hours. This schedule can be used to track and compare the staff member’s contracted hours against the actual hours they have worked.

We recommend checking the general payroll options available in CareVision to understand how these features can be used with your organisation’s settings. For more information, see the Contract Hours Pay Settings documentation.

5. In the Schedule Start Date (inclusive) field, select the first day the schedule begins using the calendar.

6. In the Schedule End Date (exclusive) field, we recommend leaving it blank so that availability remains open-ended.

7. For each day, enter the staff member’s Start Time.

8. For each day, enter the staff member’s End Time.

9. Enter the Break Start Time (unpaid).

10. Enter the Break Duration (in minutes).

11. When finished,  you can set other days individually or use the Copy to All option to apply the same schedule to every day. Using Copy to All is recommended for consistency across the week. However, you can still untick specific days or adjust the times for particular days if needed.

12. Click Save to manage and record the staff member's availability.

13. The work schedules you’ve created will appear under the Hours of Work Availability section.

Staff members can also manage their own work schedules in the CareVision Plus Mobile App. For more information about staff work schedules, refer to the Staff Leave & Their Schedule documentation.

b. Create Leave Schedule

A leave schedule records periods when a staff member is unavailable for work. Scheduling or admin teams can submit leave requests on behalf of staff, who will be notified. Leave requests can be added directly from the staff profile.

1. In the staff profile, click the Work Availability section.

2. Click +Create Leave Schedule.

3. The Create Leave Schedule form will appear. Complete all required fields with accurate information.

4. Click Save to record the leave schedule.

5. The newly created leave schedule will appear under the Leave Schedule section with details, including its status. If the leave requires approval, the status will show as Requested. If the leave type is auto-approved, the status will show as Approved.

For more information about how to complete staff profiles and the required fields, see the Team Onboarding Workflows documentation.

3. Schedule Shifts for Each Staff Member. Ensure bookings or shifts are scheduled for each staff member during the pay period.
   

For more information, see the Getting Started with Shift Patterns documentation.

B. 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.

2. Select Service Review.

3. In the upper right, set the From date to the start of your pay period.

4. Set the To date to the end of your pay period.

5. Click the Refresh button to load the bookings.

6. The Service Review board will display all bookings for the period you select.

7. 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:

C. 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.

2. Review and resolve booking issues.

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

D. 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.

2. A prompt will appear asking you to confirm whether you want to approve the booking. Click Approve to proceed.

E. 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.

3. 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.

10. 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.

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.

11. (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.

• Adjustment From (Inclusive): June 29, 2025

• Adjustment To (Exclusive): July 2, 2025

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.

15. After you review the files and confirm all details are correct, you can enable the Send to KeyPay toggle.

    

16. Then, click Generate Payroll to proceed with submitting the payroll to KeyPay/Employment Hero.

    

F. 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.

For more information about Employment Hero and CareVision integration, contact the CareVision support team.