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How to use the Pay Dashboard
How to use the Pay Dashboard

How to use the pay dashboard and create pay runs in Birdie.

Osagie Noze-Otote avatar
Written by Osagie Noze-Otote
Updated over a week ago

Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium, Entry and Essentials) Please get in touch if interested in more information on this feature!

When you are ready to run payroll, your first stop will be the Pay Dashboard.

To find the Pay Dashboard, click on the Finance tab within Birdie's agency hub. Then select 'Pay Dashboard' from the left-hand menu.

This page will show you all of the care professionals who have done any work during a given time period. Within the Pay Dashboard, you'll also see what pay they each have accrued, how much time they have spent delivering care in the care recipient's home, how much travel how much they have clocked up in mileage and waiting time, as well as any expenses that have been recorded.

At the top of the screen where it says ‘Balance’ and ‘Hours', you're able to see the total payment and hours for the specific time period you have selected.

Please note: These calculations are done automatically based on the pay rates and travel rates you have assigned to each carer.

How to select the time period

You can select a specific date range you'd like to generate a pay run for. To do this, click into the date selector under 'Period.'

Although you'll typically have a period during which you will usually run payroll, this date picker can also come in handy, for example, to ad-hoc pay a care professional in the middle of the month.

Once you have selected your time period, this will show any care professionals, and associated data, who have worked during those dates.

You can then review the information. Make sure to audit the care professionals' timesheets to be certain that the paid time relating to visits is accurate and make changes where necessary. If anything doesn't look right, you can correct it - read how under the 'How to correct errors on the Pay Dashboard' section.

Once happy with, you can then create your pay run. To do this, select 'create pay run in the top right-hand corner.

This will pull up a pop-up asking you to confirm the action. The pop-up will contain the number of care professionals, the total amount and total hours of care associated with the pay run you are creating.

Click 'Ok' to proceed with creating the Pay Run. This will then take you to the pay run you have just created and is now ready to export.

For more on pay runs and how to export them, read the article here

Additional options within the Pay Dashboard

Caregiver filter: In the case of an ad-hoc pay run for an individual care professional, for example, you can use the time selector as well as the 'Caregiver filter' at the top of the Pay Dashboard.

Export data via Pay Dashboard: You'll also be able to export data from this pay dashboard by selecting the 'Export' button on the right hand side of the table. You'll be able to download as:

  • CSV by Caregiver

  • CSV by visit

How to correct errors on the Pay Dashboard

If your care professional's pay doesn't look right, you can check that they are assigned the correct rate. For example, if you notice on the Pay Dashboard that your care professional is being paid £0 for their work, it is likely that you will need to assign them to a pay rate.

The good news is that you can make changes to pay rates and this will update on the Pay Dashboard in real-time. Make sure to correct the mistake before you create the pay run, though!

If you've already run your pay run you can delete this within the 'Pay runs' tab and run another one via the Pay Dashboard once you have made the change.

Pay Dashboard warnings

Pay run already generated Warning

Please note: This feature is currently in a limited beta for a few select agencies, stay tuned for when this feature will be released.

You may see a banner on your pay dashboard warning you that a pay run has already been generated for part or all of the selected period.  

This is to help mitigate accidental overpayment of your Care Professionals, this will only show on your dashboard if you have selected a pay run that has already been generated. You can choose to ignore this message, however, we suggest that you review the filter and select Payruns that have not been generated already.

Travel Estimates Warning

Unless disabled by your agency, you will see a warning viewable in the Pay Dashboard that notifies you of how many visits are currently missing travel estimates before you run payroll. This means that some Care Recipient addresses are missing, you can dismiss the pop-up if you wish.

To resolve the warning, you will want to add the address for the Care Recipient regarding this visit. You will then click the update travel button within the pop-up or within the individual timesheet and wait 10 minutes for the new calculation.

This will update the pay dashboard to reflect the newly added address information.

Please note: The warning does not highlight visits where travel estimates are expected to be null due to a cancellation or a travel rate card.

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