Connecting to KeyPay?
In this guide are the step-by-step instructions to help you seamlessly complete the CareMaster and KeyPay integration process.
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KeyPay Integration
To get started with the KeyPay integration, simply follow these steps:
- Navigate to the menu: Admin→ Integration→ KeyPay→ Dashboard.
- Click on Connect to KeyPay.
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- You'll be redirected to the login page. Login to establish the connection between CareMaster and KeyPay.
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- Once the connection is established, you'll be automatically redirected back to the KeyPay dashboard in CareMaster, where you'll see a confirmation that the connection was successful.
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Import pay categories from KeyPay
The following steps will guide you through importing pay categories from KeyPay into CareMaster.
- Navigate to the menu: Admin→ Integration→ KeyPay→ Pay Categories
- Click the Update from KeyPay button.
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Your organisation’s pay categories will appear after the import has been completed.
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Assign the Pay Categories to the CareMaster Pay Category Assignments.
Once you've imported your pay categories into CareMaster, the next step is linking them to the appropriate CareMaster Pay Category Assignment. This setup process will ensure that KeyPay pay categories are reflected on your workers' timesheets.
Make sure to complete this process before running your first payroll.
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To begin navigate to menu: Settings→ System Settings→ search for setting Casual Loading is added separate from Ordinary Rate.
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To ensure accuracy, please deactivate this setting if it is currently enabled.
Note: KeyPay automatically adds Casual Loading to a worker's hourly rate during the timesheet approval process. Disabling this setting will prevent CareMaster from applying the loading.
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To link the pay categories navigate to the menu: Admin→ Integration→ KeyPay→Settings.
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Scroll down the the KeyPay Pay Category Assignment Settings and select the required award.
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In the Full-time, Part-time, and Casual tabs, assign your KeyPay pay category that matches each of the Pay Category Assignments. Leave the Casual Loading assignment field blank. Press the Save button after updating each tab.
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==Please note in the Casual Tab:==
i. Leave the Leave the Casual Loading assignment field blank.
ii. Within the Less than 10 hour break between shifts assignment, select the Permanent - Less than 10 hour break between shifts pay category, if your organisation does not have a Casual - Less than 10 hour break between shifts pay category.
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To update the Pay Category Allowances, follow the same steps for the Full-Time, Part-Time, and Casual tabs. If your organisation uses the same KeyPay allowances for all employees, regardless of their employment type, simply update the Default tab instead of adjusting each individual tab.
If your organisation doesn't offer certain allowances such as the damaged clothing allowance, you can leave those fields blank.
Press the Save button after updating each tab.
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Syncing pay schedules.
The process below outlines how to sync your KeyPay Pay Schedule with CareMaster.
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Navigate to the menu: Admin→ Integration→ KeyPay→Pay Schedules
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Press the Update from KeyPay button.
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- Your KeyPay Pay schedule will be displayed.
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Syncing Work Types
The process below outlines how to sync your KeyPay Pay Work Types with CareMaster.
- Navigate to the menu: Admin→ Integration→ KeyPay→Work Types
- Press the Update from KeyPay button.
This page displays the KeyPay Work Types synced with CareMaster. Please note that CareMaster utilises its own Award Interpretation, so the KeyPay Work Types are not applied in CareMaster.
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Link the KeyPay employees names to their CareMaster profiles.
To ensure a smooth integration, all employee profiles must be created in KeyPay first before linking them to their CareMaster Worker profiles. Linking the profiles is essential for successfully sending workers' timesheets to KeyPay. The process will need to be repeated when new employees join your organisation.
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To link the workers KeyPay and CareMaster profiles, navigate to the menu: Admin→ Integration→ KeyPay→ Employees.
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Press the Update from KeyPay button. Your organisation's KeyPay employee records will be displayed.
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- The next step is to link the KeyPay employee records to the CareMaster worker profiles. Click the yellow # Unlinked in CareMaster button.
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You’ll see a list of all your organisations KeyPay employee records that haven't been linked to a CareMaster profile yet. To link them, go to the right side of the screen, click the dropdown next to each employee and select their CareMaster Master Worker profile. Once you’ve matched the details, check the box beside each profile and click the Create Links button to finalise the process.
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Updating the pay schedule after linking the employees.
Before each pay run, and after linking the KeyPay and CareMaster employee profiles, follow the steps below to ensure your employee information is synced with the current pay schedule.
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Navigate to the menu: Admin→ Integration→ KeyPay→Pay Schedules
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Click the Update From KeyPay button to refresh CareMaster with your organisation’s latest payrun information.
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To update linked employees, simply click the Link button next to the relevant pay schedule. This ensures all the correct employees are included in the payrun.
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