Please ensure you have set up the integration per this document before proceeding
The KeyPay software is utilised by Pay Cat to provide the payroll function.
Quickbooks has KeyPay directly integrated within it.
The KeyPay software is owned by Employment Hero which has integrated it into their platform.
In ShiftCare the export options are labelled KeyPay.
Exporting Timesheets from ShiftCare
Navigate to Reports > Timesheets
Ensure your correct date period is selected
Scroll to the bottom of the page and select the Export Button
Click on either All Hours or Approved timesheets only
The exported .csv file will be automatically emailed to your nominated email address, a notification of the export will pop up under the flag on top of your screen or you are welcome to download the file under your own ShiftCare profile under Communications.
Related article: When I request a download from ShiftCare, where is notification sent?
Importing Timesheets into KeyPay
Navigate to the Import Timesheets area (This is Employees > Manage Employees > Import TImesheets in KeyPay)
Click Select File and select the file you downloaded in the previous section.
Click Confirm Upload
Scroll down the list of fields, and find Shift Type ID. This should be mapped to Work type external ID
⚠️ This is crucial to trigger the Work Type rules, skipping this step is likely to cause the times to not be allocated correctly.
Scroll down to External System Identifier. This should be mapped to Location Id
Click Import
If you haven't already, after the import is complete, you can click save the file format
Give it a name (eg. ShiftCare) and click Save timesheet format
For future imports, this will allow you to choose the file format next time you import, skipping steps 4 & 5 above
This will create the timesheets in KeyPay, which you can then approve to run your payroll.
To approve the timesheets, clicking "Manage Employees" (the same button as the importing step) you'll see the option to Approve timesheets.
Payroll > Employees > Manage Employees > Approve timesheets
Approving Timesheets in KeyPay
Once the timesheets have been imported from ShiftCare the next stage is to approve them. To ensure you are reviewing all of the synced timesheets and none are missed, it is recommended to show timesheets for the current payrun - to do this Select Fortnight Ending and set the appropriate Date.
Next ensure the timesheets are Grouped by the Pay Schedule, filtering on the Status to show just those that are Submitted.
Once timesheets are approved, the next step will be to start a New Payrun and your approved timesheets will be available to use in the payrun.