How do I send timesheets to KeyPay from Nightingale?

Pre-requisite Set-up:

1. Set up your Special Dates for Public Holidays in Organisation Settings > Attendance > Special Dates. Ensure that you tick “Public Holiday” to make sure that this gets recognised as such for timesheets and payroll:
   

   

2. Sync your staff and Sync your Work Types and Locations with KeyPay via Organisation Settings > Finance > Send timesheets to KeyPay. You will need to put in some dummy dates in order to do this sync as they are mandatory fields on this page. Note: Your staff members need to have the exact same First Name and Last Name in KeyPay as they have in Nightingale in order for the sync to work.

3. Create your Shift Codes via Organisation Settings > Roster > Shift Codes. These allow you to apply specific allowances for payroll that map with a KeyPay Location, Leave Type or Work Type. The example below shows you a Shift Code created for a Sleepover allowance. These Shift Codes must be applied to shifts in the roster.

4. Apply your Shift Codes to your specific shifts that require them as shown below. Note: All Shift Codes must be applied to shifts before they are attended by staff.

The Nightingale-KeyPay integration uses the times that are set on the roster/calendar for payroll. Please ensure that when you create your shifts, that they are booked onto the correct times of day, and the day of the week, both for payroll AND billing. These days and times will then be processed by our integration. (You will not need to configure Shift Types/Times/Categories - this is used only for our Nightingale-Xero integration for payroll)

Step-by-Step Guide: Sending Timesheets to KeyPay

1. Make sure that all attendances are captured. This means that field staff are clocking in and out of their mobile app shifts, or otherwise applying an Attendance Status to their shifts through other means, such as on the Desktop app, or via Billable Case Notes. Use Manage Attendance if you have to apply an Attendance Status on behalf of your staff, if you need to, using the Pencil icon next to each shift:
   

   

2. Create your timesheets from the Staff Dashboard > Timesheets > Add timesheet. Ensure you populate the correct date range of your pay period. You will then see a timesheet as per below:
   

   

3. Approve your timesheets (if required). If you have any timesheets pending approval, you will see them in the Timesheets tab of your Moderation Panel. Keep this panel clear as much as possible, and think of it as your to-clear list:
   

   

4. Send your timesheets to KeyPay via Organisation Settings > Finance > Send timesheets to KeyPay, but selecting your Staff (or All Staff) and the date range of your pay period. Note that you can only send Approved timesheets to KeyPay.

Important Note - After Syncing Timesheets

KeyPay's capabilities include interpreting timesheets, though customers are responsible for managing any staff members' time overlaps within the system. This is due to KeyPay accepting work types and work locations and Nightingale does not know which ones are required.

Upon syncing current timesheets to KeyPay, it's imperative to verify that there are no overlapping shifts for each staff member. KeyPay will warn you about this and there is no automatic process. You must go through and determine which shifts to adjust for each staff member.

Once you are synced timesheets in KeyPay you MUST remove all overlaps for shifts within KeyPay.