Work the pay-run checklist

This step counts clocked shifts in the displayed week that have not yet been reviewed and approved in Scheduling. Unapproved hours are excluded from every total on the page until they are approved, so a shift can be clocked and still not show up anywhere in payroll.

• Clean: “All clocked shifts reviewed” (or “No clocked shifts this week yet” if nothing has been clocked at all).
• Attention: “N clocked shift(s) (Xh) awaiting review in Scheduling”, with the shift count as the pill’s badge.

Select the pill while it is in the attention state to open a popup headed “Awaiting review, not included in pay”, listing each unreviewed shift by worker name and time (for example “Ella Rossi · Tue, 28 Jul, 4:39 pm - 4:50 pm”, with the month abbreviated), capped at six with “and N more in Scheduling” below if there are more. Select any listed shift to open the same worker-assignment review drawer used on the Assignments register, right there, without leaving Payroll. Approve it there; see Review and approve assignments for the full approve flow. Closing the review drawer refreshes the checklist and the grid immediately.

This step counts workers in the displayed week who have no SCHADS classification set. An unclassified worker’s shifts still show up in the grid, but their grid gross pay is shown as a dash until they are classified, rather than presenting an unclassified amount as a valid zero-pay result.

• Clean: “All workers classified”.
• Attention: “N worker(s) without a SCHADS classification (paid $0)”, with the worker count as the badge.

Select Classify workers while it needs attention. Needs SCHADS classification lists the affected workers. Select a name to open the classification drawer directly. You need Workers edit access to save; otherwise ask an authorised administrator. Complete the worker’s Payroll settings, save, then return to check the recalculated week. The separate View filter can still help you find unclassified rows.

This step is informational only (the pill is not clickable); hover it to read the detail. It combines two kinds of pricing exception in the displayed week:

• Backdated-rate pricing: a worker has at least one segment dated earlier than every synced SCHADS rate version, so it was priced using the oldest rate the platform has rather than the true rate for that date. Open the worker’s drawer and check the segment’s Penalty band text for the “WARNING: shift predates all synced rate versions” note.
• Unseeded public holidays: a public holiday falls in the displayed week but is not in the platform’s public holidays table, so the day is being priced as an ordinary day and any penalty rate is missed. The page also raises an amber alert above the checklist naming the date and referring to the public holidays register. Provider office users cannot maintain that register. Keep the affected date, state and warning, then contact OneForce Care support to check the published holiday data before finalising. Do not change genuine worker clocks to work around the warning.

Missing or outdated published SCHADS rate data also needs OneForce Care support. Keep the worker, segment date and warning so support can check the applicable rate version. A worker classification change does not supply missing historical rates.

• Clean: “No pricing exceptions”.
• Attention: the two reasons joined with a semicolon, for example “2 workers priced on a backdated rate; 1 unseeded public holiday”, with the combined count as the badge.

This step mirrors the week’s state and is not itself a button:

• Pending (grey): “Freeze the week into the pay record”.
• Finalised: the pill’s own label becomes Finalised on DD/MM/YYYY, with the detail “Week finalised (immutable)”.
• Finalised and fully paid: the label becomes Paid on DD/MM/YYYY, with the detail “Week finalised and every worker recorded as paid”. This only happens once every worker in the week has a payment recorded against them.

The actual Finalise week control sits in the week navigation row on the right; see Finalise a week and record payment.

This fifth pill only exists when Xero is enabled and connected. It reports the export state. Some detail text still calls the exported records timesheets:

• Before the week is finalised: “Finalise the week first”.
• Finalised but not yet pushed: “Send this week’s timesheets to Xero payroll”.
• Pushed cleanly: Pushed to Xero, “Draft timesheets are in Xero payroll”.
• Pushed with some workers left out: Pushed to Xero in the attention state, “Some workers are not in Xero”, with the skipped count as its badge.
• Rejected: “The last push was rejected. Hover each worker’s cloud icon in Sync & pay for details.”

Finalising attempts to transfer frozen hours, rates and allowances to prepared draft Xero payslips. Prepare Xero first and use the manual retry when needed. See Export payroll and push to Xero.