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Setting Provider and Site-Specific Rates (Enhanced Rates)

Managing payroll across different clients and locations can be a balancing act. 

Previously, if a specific care home required a unique pay rate for a worker, your team had to remember those details and manually adjust the figures after the shift was already finished. Leaving processes open to human error and admin delays.

The Enhanced Rates feature changes that by introducing a "set-and-forget" configuration layer. 

By assigning custom rates to specific workers at the site or provider level, you ensure that the system always picks the correct pay rate automatically. This results in guaranteed payroll accuracy, faster processing times, and the elimination of manual corrections. 

Whether you are rewarding a worker for a challenging location or meeting a client’s specific budget, Enhanced Rates gives you the flexibility to manage your margins with total confidence.

 

How the System Chooses the Pay Rate

When a shift is processed, the payroll engine follows a specific "Rate Resolution Order" to ensure the worker is paid correctly. It looks for rates in this priority:

  • Specific Site Rate: Is there a rate configured for this worker at this specific provider AND site?
  • Provider-Wide Rate: If not, is there a rate for this worker at this provider across all sites?
  • Standard Rate: If no overrides exist, the system falls back to the worker's default Standard Rate.

 

How to Set Up Enhanced Rates

Follow these steps to configure a custom rate for a worker:

  1. Access the Rates Breakdown
    Navigate to the worker’s profile and open the Standard Rates grid. You will see a settings cog icon (⚙️) on every rate cell.

    Note: If a Standard Rate is currently £0, the icon will be muted. You must set a Standard Rate before adding an enhanced override.

     

  2. Open the Configuration Drawer
    Click the settings icon on the specific rate type you wish to override (e.g., General Rate). A drawer will slide in from the right showing the worker's name and current standard rate.

  3. Add the Enhanced Rate
    1. Click the Update button to enter Edit Mode.
    2. Select Provider: Choose the active provider from the dropdown.
    3. Select Sites: Choose specific sites or select "All Sites" to apply the rate to every location under that provider.
    4. Enter Rate: Input the hourly rate (£). The system requires 2 decimal places.
    5. Save Changes.

  4. Identify Configured Rates
    Back in the main table, any cell with an active override will show a compact underlined link (e.g., "2 ER"). The number indicates how many specific site overrides are currently active for that rate.

 

Important Rules & System Impacts

  • Independent Configuration: All 16 rate types (Bank Holiday, Night, Sleep-in, etc.) are independent. Overriding the "General Rate" does not affect the "General Bank Holiday Rate" unless you configure it specifically.
  • Conflict Prevention: If you select "All Sites" for a provider, the system will prevent you from adding another row for that same provider to avoid billing conflicts.
  • "All Sites" Standing Instruction: If you select "All Sites," any new sites added to that provider in the future will automatically inherit this enhanced rate.
  • Silent Payroll Impact: Enhanced rates are applied "silently." You do not need to change how you manage timesheets or job records. The engine simply uses the provider and site as lookup keys during the payroll run.
  • Audit Trail: Hover over any updated rate value to see a tooltip showing who updated the rate, the date, and who approved it.

 

Want to learn more about Worker Rate Configuration? Check this Guide: