Skip to content
OneForce Care
Browse help topics

Work the pay-run checklist

Clear the four checklist steps, review unapproved timesheets in place, and see what each step is telling you.

Last updated · 3 July 2026

Above the weekly grid, a row of four pills tracks the state of the displayed week: Approve time, Classify workers, Resolve exceptions and Finalise. A clean step shows a green check; a step with something outstanding shows an amber warning triangle and a count; the Finalise step shows a quiet grey circle until it is done. Hovering (or, on the clickable pills, selecting) any pill shows its full detail.

Check Approve time

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 “Jane Smith · Wed 1 Jul, 9:00 am - 5:00 pm”), 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.

The four-pill pay-run checklist with Approve time in its attention state and its popup open, listing unreviewed shifts by worker name and time with a link to open each one for review.

Check Classify workers

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 gross pay is $0 until they are classified.

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

Select the pill while it is in the attention state to switch the grid’s View filter to Unclassified, so you land straight on the workers to fix. Open each one’s row to set their classification inline, or go to their Worker payroll tab.

Check Resolve exceptions

This step is informational only (the pill itself 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. This is fixed by OneForce (public holidays are a shared reference table, not a provider setting) - flag it to support before finalising if the date matters.

  • 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.

Note

Unseeded-holiday warnings only show for a week that is not yet finalised - a finalised week is read from its frozen snapshot and is no longer re-priced, so the warning would be moot. Backdated-rate warnings still show for a finalised week, since they are preserved in the snapshot.

Check Finalise

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

  • Pending (grey): “Freeze the week into the pay record”.
  • Clean (once finalised): “Week finalised (immutable)”.

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

Tip

These are soft gates: nothing here blocks you from finalising with outstanding steps. Each step exists so you know exactly what a run will and will not include before you commit it, the same information the finalise pre-flight repeats at the moment you confirm.

Note

Approve time keeps counting live unreviewed shifts even after the week is finalised, since new clock data can still arrive against a finalised week’s dates. It will not change what was already paid unless you reopen and re-finalise the week.