Knowledge base
How-to and troubleshooting guides
HR
Useful information relating to employees, carers & workforce
Add a new employeeIn this article, we explain how to add a new employee.
Create a new user via Access EvoIn this article, we will explain how to create a new user on Access Evo and link this to Access Care Rostering.
Create employee types and positionsIn this article, we explain how to create a new employee and position and add them to the profile and users.
Add availability and unavailabilityIn this article, we will explain how to add availability and unavailability for your employees.
Create profiles to restrict user permissionsIn this article, we explain how to create user profiles to restrict users access permissions.
Set up or renew training and qualificationsIn this article, we explain how to set up training and qualifications.
Set up equipment for employeesIn this article, we will explain how you can set up equipment for employees.
Add a service user to an employee's decline listIn this article, we explain how to add employees to the decline list.
Amend an employee position typeIn this article, we explain how to amend an employee position type.
Create tasksIn this article, we explain how to create tasks for service users and employees.
View audit historyIn this article, we explain how to view the audit history.
Terminate an employeeThis article will explain how to terminate or reactivate an employee or service user.
Find employee recordsIn this article, we explain how to find an employee record.
Copy and cancel functionalityIn this article, we explain the copy and cancel functionality.
Create an event for employeesIn this article, we explain how to add an event type and events for employees.
Configure availability typesIn this article, we explain how to configure availability types.
Service user
Useful information relating to service users
Add a new service userIn this article, we explain how to add a new service user or location.
Add an employee to a service users decline listIn this article, we explain how to add service users to the decline list.
Amend a service funder for a service requirementIn this article, we explain how to amend the service funder against a service requirement.
Terminate a service userThis article will explain how to terminate or reactivate a service user.
Linked dutiesIn this article, we explain how to create and configure linked duties, connecting multiple employees and service locations under a single service duty record.
Rostering
Useful information to help you with planning
Allocate and cancel visitsIn this article, we explain how to allocate visits.
Template visitsIn this article, we explain how to set and update templates.
Amend the actual time of a visit which has been reconciledIn this article, we explain how to amend the actual time of a reconciled visit.
Lock and unlock a visit time on the rostering screenIn this article, we explain how to toggle the lock and unlock button for visit planning.
Change an existing service requirement orderIn this article, we explain how you can change or update an existing service order.
Visit generation showing failedIn this article, we explain how to solve the failed error when generating visits.
Add and delete breaks on a visitIn this article, we explain how to add and delete breaks on a visit.
Move double up calls at the same timeIn this article, we explain how to move double up calls at the same time.
Ensure visits integrate with Access Care PlanningIn this article, we explain why client visits are not showing on Access Care Planning.
Enable dynamic travel timeIn this article, we explain how to enable dynamic travel time.
Add set travel time between visitsIn this article, we explain how to add a set travel time between visits.
Hours attended report by service user or employeeIn this article, we explain how to view the monthly or weekly visit hours attended by a service user or employee.
Continuity on shifts or visitsIn this article, we explain how you can view the percentage of continuity on a visit.
Issue a rotaIn this article, we explain how to issue a rota by printing or emailing it.
Finance
Useful information relating to finance
Create or amend an invoice formatIn this article, we will explain how to create or amend an invoice format.
Manage ad hoc invoicesIn this article, we explain how to add, find and delete ad hoc invoices.
Reconcile a visitIn this article, we explain how you can reconcile visits.
Generate and accept an invoiceIn this article, we explain how to generate invoices for a period.
Generate and accept payrollIn this article, we explain how you can generate and accept your payroll.
Create a payroll run and periodIn this article, we explain how to create payroll runs with periods.
Add a service user type to a rate sheetIn this article, we explain how to add service user types to rate sheets.
Travel isn't being calculated in payrollAdvice and guidance when your payroll isn't calculating travel.
Set duration override for invoices and payrollIn this article we explain how to set up duration override for invoice and payroll.
Print an individual invoiceIn this article, we explain how to print an invoice for an individual time period.
Create an invoice run and periodIn this article, we explain how to create invoice runs with periods.
Invoice or payroll generation failedIn this article, we explain how to solve a failed payroll or invoice generation.
Payroll and invoice runs or periods missingIn this article, we what to do if you're not seeing your payroll or invoice data.
Unable to reconcile visitsIn this article, we explain how to solve errors when reconciling visits.
An incorrect rate is showing on a visitIn this article, we explain how to correct a visit if it is showing an incorrect rate.
View public holiday ratesIn this article, we explain how to view public holiday rates.
Visits not showing public holiday rateIn this article, we explain how to resolve when the public holiday rate isn't showing on visit on planning screen.
Apply and increase public holiday rateIn this article, we explain how to apply and increase the public holiday rate.
National minimum wage calculationIn this article, we explain how to enable and calculate national minimum wage.
Apply time offset to public holidaysIn this article, we explain how to apply an offset rule to public holidays.
Override a pay and invoice rateIn this article, we explain how to override a pay and invoice rate.
Add or delete ad hoc paymentIn this article, we explain how to add or remove ad hoc payments.
Change invoice logoIn this article, we explain how to change your invoice logo.
Change payroll logoIn this article, we explain how to change your payroll logo.
Apply and increasing public holiday invoice ratesIn this article, we explain how to change the invoice rate for public holidays.
Attach an invoice rate export format to an invoice runIn this article, we explain how to attach an invoice rate export format to an invoice run.
Exclude the travel time planning rule from a service userIn this article, we explain how to exclude the travel time planning rule for a service user.
Integration of Google MapsIn this article, we explain how Access Care Rostering integrates with Google Maps.
Update invoice payment statusIn this article, we explain how to manually update your invoice payment status or automatically track payments through Access PaySuite.
Change invoice delivery methodIn this article, we explain how to update how invoices are delivered to invoice contacts.
Credit invoices affected by rate sheet changesIn this article, we explain the steps to credit and regenerate invoices when rate sheet values are updated.
Credit and revise fixed invoicesIn this article, we explain the steps to credit and revise fixed invoices, including how to manage back-dated rate changes.
Credit an invoiceIn this article, we explain how to correct, adjust, or refund an invoice.
Reports
Useful information to help you with reports
Holiday analysis reportIn this article, we explain how to review a report of holiday information for the financial year.
Create visit exportIn this article, we explain how to create a visit export
Termination calendar flowIn this article, we explain how to view the termination calendar flow for service users and employees.
Report showing an employee's planned and actual hoursIn this article, we explain how you can view a report showing an employee's planned and actual work hours.
Task matrix report for employees and service usersIn this article, we explain how to view the task matrix report for employees and service users.
View profile reports for service user and employee notesIn this article, we explain how to view profile reports for service user and employee notes.
Settings
Useful information related to settings
Add new branches and areasIn this article, we explain how to add new branches and areas.
Configure alert managementIn this article, we explain how to configure alert management.
Create a service type and associate with a visit typeIn this article, we will explain how to create a service type, associate this with a visit type and add it to a rate sheet.
Set up cancellation typesIn this article, we explain how to set up cancellation types.
Unable to see employee or service user recordsIn this article, we explain how to view employee or service user records.
SMS message not sendingIn this article, we explain why SMS messages are not sending and how to resolve this.
Configure basic email settingsIn this article we explain how to configure basic email settings.
All user accounts have been placed into read-onlyIn this article, we explain what you need to do if all user accounts have been placed into read-only.
How often is data sent to Access Care PlanningIn this article, we explain how often data is sent to Access Care Planning.
Data sent to Access Care PlanningIn this article, we explain what information is sent from your rostering system to Access Care Planning.
Create custom fieldsIn this article, we explain how to create custom fields.
Holidays
Useful information relating to holidays
Holiday scheme value calculationsIn this article, we will explain how to calculate holiday schemes.
Holiday booked twice for the same dayIn this article, we explain why you can book a holiday twice for an employee and how to disable this feature.
Adjust holiday entitlementIn this article, we explain how to adjust holiday entitlements.
Assign a holiday scheme to an employeeIn this article, we explain how to add a holiday scheme to an employee.
Manage holiday requestsIn this article, we explain how to view, approve and reject holiday requests.
Care Employee mobile app
Useful information to help with the Care Employee mobile app
Getting started with Care Employee Mobile appIn this article, we have put together a checklist for you to follow when setting up the Care Employee Mobile app.
Care Employee mobile configurationIn this article, we explain how to enable the Care Employee mobile app.
Set up users for the Care Employee mobile appIn this article, we guide you through how to set up login credentials for your employees.
Install Care Employee Mobile appIn this article, we explain how to download the Care Employee Mobile app to your device from the app store and play store.
Application overviewIn this article, we show you an overview of the Care Employee Mobile app.
Payslips and RotasIn this article, we explain how to view your payslips and rota on the Care Employee Mobile app.
Visits and offersIn this article, we explain visits today and offers in the Care Employee Mobile app.
AvailabilityIn this article, we explain the My Availability feature in the Care Employee Mobile app.
Access Care Rostering user actionsIn this article, we explain what you need to do on Access Care Rostering once steps have been completed on the care employee mobile app
Employee portal
Useful information to help you with the employee portal
Employee portal V2In this article, we explain the functionality of the employee portal and provide instructions on how to use it.
Enable offer and request on the employee portalIn this article, we explain how to enable the offer and request feature on the employee portal.
Service packages
Useful information relating to service packages
Enable service packagesIn this article, we explain what you need to do to enable service packages.
Create a service package typeIn this article, we explain how to create a service package type.
Set up adjustment typesIn this article, we explain how to set up adjustment types for service packages.
Configure invoice run for service packagesIn this article, we explain how to configure an invoice run for service packages.
Configure planning rules for service packagesIn this article, we explain how to configure planning rules for service packages.
Configure service types for service packagesIn this article, we explain how to configure service types for service packages.
Configure cancellation types for service packagesIn this article, we explain how to configure cancellation types fr a service package.
Add service packages to a service funderIn this article, we explain how to add service packages to a service funder.
Add adjustments to service packagesIn this article, we explain how to add adjustments to service packages.
View service package hours on timelineIn this article, we explain how you can view service package hours on your timeline.
Override service package hours when allocating dutiesIn this article, we explain how to override service package hours when allocating duties.
Generate invoices for service packagesIn this article, we explain how to generate invoices for service packages.
Enable and configure an invoice calculation matrixIn this article, we explain how to enable and configure an invoice calculation matrix.
Create and apply an invoice calculation matrix profilesIn this article, we explain how to create an invoice calculation matrix profile and apply this to a service user.
Understand invoice calculation matrix effectsIn this article, we explain how to understand the invoice calculation matrix effects.