This article shows you how to confirm and pay carers for a whole group of visits delivered as a roster run, as a single shift. You can find out more about them here.
Instead of confirming pay visit by visit, you can check how long the run took and send it to payroll in one step.
Please note: This feature is available for packages Core and above with finance enabled, on our upgraded rostering product.
Don't have access to upgraded rostering? Learn more here!
What Shift Pay is used for
Some care teams pay carers for the run as a whole, rather than for each visit inside it. This reflects the way the carer actually works: one continuous block of care, not several separate jobs.
Shift Pay brings that into Birdie, so you can confirm and pay for run-based work without leaving the platform or using workarounds like spreadsheets.
Visits inside a run are still charged to payers as normal. Shift Pay only changes how the carer is paid, not how the person receiving care is invoiced.
Before you start
To use Shift Pay, you'll need:
Rostering, with runs set up for your care team.
A rate card with the runs rate section filled in for each carer who is paid per entire run. Haven't set up your run rates yet? You can do this by following these steps:
Click on the Finance tab and then the Pay rates tab under Manage Payroll.
You can either select to edit an existing pay rate or add a new pay rate. To edit an existing pay rate, please head to the relevant rate and select to edit. To create a new pay rate, click the green New pay rate button in the top right-hand corner.
Once you click this button, you will see a pop-up card where you can add the details of the pay rate. Under How should the carer be paid for runs?, please select to Pay for entire run if you wish to pay the carer for the duration of the run.
From here, you will have the option to add rates within the run rate. You will then be able to accommodate a variety of different rates with the same flexibility offered for visits, such as time of day and banding. Learn more about how to set up these rates here.
Please note: We also highly recommend setting up a default visit rate and a run rate within the run rate card as a best practise. The default visit rate means the carer will still be paid even if they complete a visit that doesn't sit within a run.
How to use Shift Pay
1. Go to the confirmation screen
Go to Finance tab, then select Confirm Pay & Charge from the left-hand menu.
2. Select the date range you want to confirm
Choose a date range using the options, such as This week, Last 7 days or Other dates.
Your runs for that period will appear in a list, along with their planned time, pay and charge status.
3. Find the run you want to confirm
Use the filters to search for a specific run by name, or scroll through the list.
You can use the funnel icon next to the table headings to help you filter!
Each row shows important information such as the date, planned time, what funding is attached and more.
In this example, let's look for the run IC Run:
Not seeing the run you're expecting? Make sure you've assigned it to a carer whose pay rate card is set up to pay for the entire run (see Before You Start for more details).
4. Select the run or visits you want to action
Tick the checkbox next to the run or visits you want to work with.
You can also expand a run using the arrow next to it to see each individual visit inside. This lets you select specific visits within the run, rather than the whole run at once, useful if only part of a run needs a different action.
An action bar appears at the bottom of the screen showing your selected count and the actions available to you. You will be able to:
Choose how you charge and/or pay (depending on if you have selected a visit or run)
Discard from payroll or invoicing
Restore
5a. To confirm to pay
From the action bar, choose Pay planned to pay the run's planned times.
To pay custom times, click the [...] on the right-side of the run and choose Pay custom and enter your timings.
A pop-up confirms how many items are ready to be actioned. Select the button to confirm, for example Pay planned for 1 item. Select the button to confirm, for example Pay planned for 1 item. Any items in your selection that can’t be actioned will be highlighted in the pop-up screen.
Once confirmed, the status tag for the run item updates to a green Confirmed tag.
5b. To discard or restore
If a run shouldn't be paid, choose Discard from payroll from the same bar instead.
If you need to reverse this, select the item again and choose Restore.
6. Generate your pay run
Once your runs are confirmed, they'll appear as additional line items when you generate your pay run. To help you easily distinguish between confirmed runs and visits, you will see a Run tag under the item type on the generate pay runs screen for any carers who have delivered payable runs in the selected period.
Visits inside the run continue to be charged to payers separately, so invoicing isn't affected.
For the full steps, see how to generate a pay run
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