How the Validate Button Works on the Scheduling Page
Integrating validation into your scheduling workflows helps accurate payroll outcomes. CareVision provides the Validate Button, giving administrators a clear summary of a staff member’s total working hours for a selected pay period based on published bookings and shift patterns, making it easy to verify hours before payroll processing.
This topic describes how the Validate Button works, shows how it calculates staff hours, and outlines the benefits of using this functionality in your scheduling process.
Keywords: validate button, scheduling , payroll, staff working hours, published bookings, shift patterns, schedule validation, staff hour calculation
I. Prerequisites
Ensure the following prerequisites are met:
Complete the staff profile, including Employment Start Date and Payroll Employee ID.
Set up the staff member’s Pay Period. See Set Up Staff Pay Details for detailed instructions.
Ensure the staff member has published bookings and shifts.
II. How the Validate Button Works
When you have completed the prerequisites above, follow these steps to see how the Validate Button works:
In the left menu bar, click Schedules.
Select Teams or Teams V2.
Set filters based on your business requirements.
Click the Calendar icon and select the start date of your pay period.
In the upper section, near the right side of the filters icon, click the Validate Button (represented by a dollar sign inside a clockwise arrow).
After clicking the Validate Button:
If there are any payroll errors, a Payroll Errors Encountered message will appear, listing the affected staff and the specific errors. Review the details, then click X to exit the message.
On the left side, you will see a list of staff. Below each staff name, a clock icon displays the total working hours for the selected pay period.
If there is no clock icon and a yellow exclamation point appears on the staff icon, this indicates that the staff pay details are not yet set up. You must Set Up Staff Pay Details to utilize the Validate Button.
III. Calculation Details
The Validate Button calculates the total working hours for each staff member by adding hours from both Published Bookings and Published Shift Patterns. When you click the Validate Button, the system automatically adds up all relevant hours for the selected staff member within your chosen pay period.
Calculation:
Total Hours Worked = (Sum of Published Service Booking Hours) + (Sum of Published Shift Pattern Hours)
The calculation includes:
Bookings: Represent the hours assigned to specific client services that a staff member delivers.
Shifts: Scheduled work periods that define the team member’s overall work schedule and may include multiple bookings or other work-related activities.
IV. Sample Scenarios
Scenario 1
The following example illustrates how the Validate Button calculates total hours for a staff member within a specific pay period:
Staff Member: Seph Alfon
Pay Period: Fortnightly (July 1 to July 14)
Service Bookings: 1 hour per day for 8 days = 8 hours
Shift Pattern: 8 hours on 1 day = 8 hours
Calculation:
Total Hours Worked = Service Bookings (8 hours) + Shift Pattern (8 hours)
Total Hours Worked = 8 hours + 8 hours
Total Hours Worked = 16 hours
When you click the Validate button, you’ll see 16.00 displayed to the right of the clock icon under the staff member’s name, indicating the 16 hours calculated as Total Hours Worked.
For example, a staff member’s day includes the following bookings, shown in pink blocks:
Shift Grouping Logic
At the start of the day, the staff member has three bookings (1.5 hr, 0.5 hr, 0.5 hr) with less than 30 minutes between the end of one booking and the start of travel to the next. These are grouped together as a single run shift, since the gaps are short and the work is considered continuous.
Calculation
Shift Type | Booking Hours | Total |
Run Shift | 1.5 hr + 0.5 hr + 0.5 hr + 2 hr | 4.5 hr |
Split Shift | 4.5 hr | 4.5 hr |
Run Shift
First three bookings: 1.5 hr + 0.5 hr + 0.5 hr = 2.5 hr
Next booking after a short gap: 2 hr
Total for Run Shift: 2.5 hr + 2 hr = 4.5 hr
After these, there is a long break in the middle of the day. This break is greater than 30 minutes, so it separates the workday into two distinct periods.
Split Shift
After the break, the staff member works another 4.5 hr booking.
This booking forms a second shift for the day: 4.5 hr
Bookings with gaps of 30 minutes or less are grouped as a run shift. A break of more than 30 minutes separates bookings into split shifts, which may qualify for a split shift allowance.
This document may not fully cover all complex scenarios involved in calculating staff work hours, as the calculation considers Run Shifts, Split Shifts, and several other components. Make sure that Staff Pay Details, Work Availability, Contract Hours, and Leave Schedule are all completed in Staff Profile, as these will all be included in the calculation.
We recommend making validation a standard practice before your scheduling team finalizes rosters to reduce manual corrections and ensure payroll accuracy. For more information about payroll processes, see the General Payroll Concepts documentation.
If you need more information about how the Validate button works, contact the CareVision support team.
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