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 paid hours for a selected pay period based on published bookings and shifts, 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).
6. 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 Total Paid Hours by adding together several key components from a staff member’s schedule. The formula is:
Total Paid Hours =
Sum of Booking Hours + Sum of Travel Time to Next Booking within a run shift (excluding the first booking of the day) + Sum of Gap Time within a run shift + Sum of Paid Break Time + Sum of Active Sleepover Time + Sum of Leave Time + Top Up Hours (if total paid hours are less than contract hours).
Below is a table explaining each component:
Component | Description |
Sum of Booking Hours | Total hours spent delivering services during scheduled bookings. |
Sum of Travel Time to Next Booking | Total time spent traveling between bookings within the same Run Shift, which is included in paid working hours. Travel time before the first booking of the day is excluded. |
Sum of Gap Time within a Run Shift | Total time between bookings that is counted as paid time, but only if each gap (after subtracting travel time) is 30 minutes or less. Longer gaps are not included. Only short breaks within a Run Shift are paid. For more information, see the Run Shifts vs Broken Shifts documentation. |
Sum of Paid Break Time | Total duration of breaks that are classified as paid within the shift. |
Sum of Active Sleepover Time | Total hours spent on active sleepover duties that are counted as paid time. |
Sum of Leave Time | Total hours recorded as paid leave during the shift. |
Top Up Hours | Additional hours added if total paid hours are less than the staff member’s contracted hours. |
This document explains how the Validate button reviews Total Paid Hours before payroll processing, helping to prevent errors and provide real-time visibility into scheduled hours.
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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