General Payroll Concepts
Payroll is the process of tracking hours worked, calculating compensation, and distributing payments to staff members to ensure they are paid accurately and on time. At CareVision, effective payroll management ensures reliable compensation for care workers while maintaining compliance with industry standards.
This topic describes how to set up and manage payroll data in CareVision. It covers the key requirements for staff profile, pay details, and work availability, and highlights the importance of completing this data to ensure a smooth payroll process.
Keywords: payroll, staff profile, staff pay, work availability, timesheet, schads, contract hours, job classification, pay period
I. Staff Profile
Before processing timesheets, key details must be correctly set up in the staff member profile. Make sure the data in the staff member profile is complete, as the key data points are synchronized across payroll.
Go to the left menu and click People.
Select Teams from the submenu.
Select the specific staff member from the list.
Click the Detailed Profile section.
Ensure the following staff details are completed for payroll processing:
Enter the staff member’s personal details, including all general identification information such as full name and date of birth.
Provide the staff member’s home address. Specify the staff member’s work state. Ensure this is specified, as it may differ from the home address state and is important for payroll and entitlement rules.
Enter the staff member’s work email. This should be the main user email used for login and notifications.
Add the staff member’s personal email to enable payroll communications such as timesheets and pay slips.
Record an emergency contact for the staff, as required by some payroll systems.
Assign an employee number. This is required for timesheet processing.
Enter the payroll employee ID. This may be different from the employee number, depending on organizational needs.
Do not send to CareVision Payroll checkbox
If you want the staff member’s data sent to CareVision payroll, leave the Do not send to CareVision Payroll box unticked.
If you do not want the staff member’s data sent to CareVision payroll, tick the Do not send to CareVision Payroll box.
If your system is integrated with a payroll provider such as Employment Hero, the Do not send to payroll box can only be ticked when creating the staff member profile. When the profile syncs to payroll, this box becomes locked and cannot be changed. We recommend ticking this box during profile creation if you do not want the staff member profile sent to payroll.
If you need to change this setting after the profile has synced, contact the CareVision support team to remove the profile from the payroll system and update the status.
Review other staff profiles and complete the details described in the table below. Update or fill in fields as needed, then click Save Changes.
Below is a table describing each field in the Detailed Profile section. Enter all relevant details required for processing timesheets.
Field | Description |
Salutation | The formal title used to address the staff member (Mr., Ms., Dr.) |
First Name | The staff member’s given name. |
Middle Name | The staff member’s middle name, if any. |
Last Name | The staff member’s family or surname. |
Nickname | An informal or preferred name used by the staff member. |
Birthday | The staff member’s date of birth. |
Language | The primary language spoken by the staff member. |
Gender | The gender of the staff member. |
Employee Number | The unique identifier assigned to the staff member as an employee. |
Staff Manager | The individual designated as the staff member’s manager. |
Employment Start Date | The date on which the staff member’s employment commenced. |
Employment End Date | The date on which the staff member’s employment concluded, if applicable. |
Payroll Employee ID | The identifier used for payroll processing. |
Termination Reason | The reason provided for the staff member’s employment termination. |
Security Role | The access level and permissions assigned to the staff member in CareVision, determining which features and data are available. |
For more information about the Security Role field, see the following documentation: | |
Active Circle Security Role | The security role assigned to the staff member within their active circle scope. |
Inactive Circle Security Role | The security role assigned to the staff member within their inactive circle scope. |
Role | The specific job function or position held by the staff member. |
Team Member Type | The staff member’s role or classification within the team. |
Organisation Global Reference ID for Staff | The unique reference identifier for the staff member within the organisation. |
Departments | The department(s) with which the staff member is affiliated. |
Onboarding Status | The current stage or progress of the staff member’s onboarding process. |
Landline Number | The staff member’s landline telephone number. |
Mobile | The staff member’s mobile phone number. |
Contact Alerts | The preferred method for receiving urgent notifications (SMS, email, phone call). |
Emergency Number | The phone number to contact in case of emergency. |
Work Email | The official email address used for work communications. |
Skype | Skype username for communication. (As of May 5, 2025, Skype is officially retired) |
Contactable via Email | Indicates if the staff member consents to be contacted by email. |
Contactable via SMS | Indicates if the staff member consents to be contacted by SMS. |
Contactable via Phone Call | Indicates if the staff member consents to be contacted by phone call. |
Contactable via Post | Indicates if the staff member consents to be contacted by postal mail. |
Unit Number | The identifier for a specific unit within a building at the home address. |
Street Number | The numeric component of the home address. |
Street Name | The name of the street for the home address. |
Suburb | The suburb or locality of the home address. |
State | The state or territory where the staff member is based. |
Country | The nation in which the staff member resides. |
Postcode | The postal code for the staff member’s home or work address. |
Regions | The geographic region(s) with which the staff member is affiliated. |
Timezone | The time zone applicable to the staff member’s location. |
Work Phone | The staff member’s primary work telephone number. |
Work Mobile | The staff member’s mobile phone number used for work-related communications. |
Work Fax | The fax number associated with the staff member’s workplace. |
Work State | The state or territory where the staff member’s workplace is located. |
Personal Email | The staff member’s personal (non-work) email address. |
Do not send to CareVision Payroll | Indicates if the staff member’s profile should be excluded from CareVision Payroll processing. |
II. Staff Pay Details
The Staff Pay Details section on an employee’s profile records relevant information required for payroll processing. To ensure data syncs correctly when you process payroll, make sure you complete the following sections: Work Pattern, Job Classification, Pay Period, Joined Date, Cost Centre, and Time Log Requirements.
III. Staff Work Availability
The Work Availability section records contract hours, work schedules, and leave. This data is used by payroll systems to calculate pay, ensure minimum contract hours are met, and apply correct rates. Make sure to set up each staff member’s work availability and enter all details correctly as missing or incorrect information may cause payroll issues.
For detailed instructions on completing staff members’ work availability, see the Set up Staff Work Availability documentation.
IV. Staff Shifts
For a staff member to be included in payroll, they must have completed their assigned bookings or shifts during the specified pay period.
Data on staff shifts are sourced from:
Source | Description |
A CarePlan is a record in the system specifying the services, schedules, and terms agreed upon between a client and the service provider. It is created when a client accepts a quote outlining proposed services, costs, and terms. Upon acceptance, the system automatically converts the quote into a CarePlan, which serves as the basis for service delivery and scheduling. | |
Adhoc bookings are one-off or non-recurring services not included in the CarePlan. These can be allocated to staff using the "Allocated To" button. Adhoc bookings can be created from the Quick Action Menu, Service Request Action Board, or the Service Order section in the client profile. | |
A shift pattern is a predefined schedule that outlines the specific days and times staff members are expected to work. Shift Patterns are managed under Schedules > Shift Patterns, with bookings linked to staff members, who can check in and out of their assigned shifts. | |
Social Groups allow organisations to create and manage groups of care recipients for shared interests or specific services. Staff members linked to a Social Group can oversee group activities, and their involvement in these events can be tracked for attendance, work hour, and payroll purposes. | |
Breaks allow staff members to rest for short periods during work hours. Award rules determine whether breaks are paid or unpaid. Break details, including break types, are taken into account when information is sent to payroll for award interpretation and pay processing. |
All these sources contribute to the staff’s schedule, which is then used to process payroll.
V. Resolve Booking Issues
Review all bookings and resolve any issues in the Service Review Board. The board may flag issues such as an unallocated booking, which occurs when no staff member is assigned to a booking. Resolving these issues before approval supports smooth payroll processing and ensures staff members are compensated accurately.
For more information, see Common Booking Issues and Solutions documentation.
VI. Generate Payroll
Once all required data, such as staff profiles, pay details, and work availability, have been completed and reviewed, you can proceed to processing payroll. The process described here outlines the general payroll workflow, which may vary based on the payroll system you use.
In the left menu, click Settings.
Select Payroll.
Set the Structure field to the payroll system you want to use.
The process for generating payroll data and the required fields will vary depending on the selection made in the Structure field. For details on specific payroll structures, refer to the relevant documentation for:
Set the Staff field to the names of the staff members you want to include.
Set the Payroll Name field to the appropriate payroll name.
Set the Timezone field to the appropriate Australia timezone.
Set the From (Inclusive) date field to the start of the payroll period.
Set the To (Exclusive) date field to the end of the payroll period.
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.
(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.
Click Generate Payroll to compile payroll data.
This document describes key concepts related to payroll and outlines the steps for completing staff profiles, pay details, work availability, and setting contract hours required for payroll processing. Regularly review and update all relevant information to ensure smooth payroll operations.
For more information about payroll, contact the CareVision support team.
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