A caregiver's pay rate is saved in two places:
Their profile, on the Employment tab.
Each shift they are assigned to. The shift saves a copy of the rate when the caregiver is assigned.
Changing the profile rate does not automatically update existing shifts. Follow the steps below to update the profile and any shifts that need the new rate.
Where a shift's pay rate comes from
When a caregiver is assigned to a shift, Careswitch checks for a rate in this order:
Territory rate: Used if the client is in a territory and the caregiver has a rate for that territory. See Territories.
The caregiver's own rate: Used if a rate is set on their profile and no territory rate applies.
Your workspace default rate: Used if neither of the above applies.
How the caregiver gets the shift also affects the rate:
How the shift is assigned | Which rate it uses |
Configure Assignment | The rate selected in Pay Rate. This is usually the caregiver's rate from the order above. You can choose Custom to enter a different rate. |
Open shift claimed by the caregiver | The caregiver's rate from the order above at the time they accept. Pay modifiers already on the shift, such as a bonus, stay in place. |
Recurring schedule | The rate saved when the schedule was assigned. New shifts created by that schedule use the same saved rate. |
Rates are per hour or per day for live-in care. Salaried caregivers do not have a rate on each shift. Their pay comes from their annual salary.
Overtime is calculated using your workspace's overtime policy. It is not set on the caregiver's profile. See Setting Up Payroll in Careswitch.
Change the rate on the caregiver's profile
Go to Workforce and open the caregiver's profile.
Open Employment and click Manage next to Pay Rates.
Choose how the caregiver is paid:
Hourly / Live-In: Select Hourly and/or Live-In, then enter the caregiver's rate. If a box is not selected, the caregiver uses the workspace default shown in gray.
To set a travel time rate, select Travel Time and enter the rate. See Travel time is different.
If your workspace uses territories, set Territory Rates for clients in each territory. Territories that are not selected use the base rates above.
Salary: Enter an Annual Salary.
To apply the new rate to eligible existing shifts and recurring schedules, select Update Pay Rates on Existing Shifts. This box is unchecked by default.
Click Save.
If you leave the box unchecked, only new assignments use the new rate. Existing shifts and recurring schedules keep their saved rate, including future shifts created by those schedules.
Your role must have permission to manage employees' employment details to change pay rates. See Roles and permissions.
What Update Pay Rates on Existing Shifts changes
When the box is checked:
Scheduled and Offer Pending shifts using the caregiver's previous rate or the workspace default move to the new rate. Careswitch also checks territory rates again.
The caregiver's recurring schedules move to the new rate. Shifts those schedules create later use it too.
Projected payroll is recalculated.
When the box is unchecked: Existing shifts and recurring schedules keep the old rate. New shifts created by those recurring schedules also keep the old rate.
These shifts are not changed in either case:
Tentative, In Progress, Completed, Incomplete, and Canceled shifts.
Shifts with a custom rate. See If upcoming shifts kept a different rate.
Tip: Select the box every time you change a rate if existing shifts should change too. If you save without selecting it, then change the rate again later, shifts using the oldest rate may not be recognized for an update. Use Configure Assignment to correct those shifts, as explained below.
If you cannot save: An affected shift with approved pay may block the change. Use Configure Assignment for those shifts instead. It lets you review and confirm changes to approved pay.
Travel time is different
A travel time rate is added when a shift is completed, rather than when it is assigned. Changes to the caregiver's Travel Time rate apply to shifts completed after the change, whether or not Update Pay Rates on Existing Shifts is checked.
The caregiver's own travel time rate applies only if your workspace pays travel time at caregiver rates. Otherwise, the workspace travel rate applies to everyone. Live-in shifts always use the workspace travel rate.
Change your workspace default rates
Go to Settings → Policies.
Under Default Pay Rates, click Edit.
Change Default Hourly Pay Rate and/or Default Live-In Pay Rate.
To update existing Scheduled and Offer Pending shifts using the old default, select Update Pay Rates on Existing Shifts. This box is unchecked by default.
Click Save.
This change affects caregivers who use the workspace default. Completed shifts are not changed.
If upcoming shifts kept a different rate
Changing the profile rate does not update these shifts:
Custom rates: These were entered using Custom in Configure Assignment or Edit Pay Rate on a shift. Careswitch treats them as rates agreed for those shifts and does not replace them during a profile rate update.
Other rates: These may not match any of the caregiver's own rates. They may also be older rates left on shifts when a previous profile change was saved without selecting the update box.
Shifts that are not Scheduled or Offer Pending: This includes Tentative shifts.
Locked pay periods: Shifts in a pay period that is processing or paid cannot be updated.
Fix a recurring series
Use these steps to apply the caregiver's standard rate or another rate to a recurring series:
Open the earliest upcoming shift that should use the new rate.
Click Configure Assignment.
Under Assignment Type, choose Schedule.
This assigns the caregiver to every later Unassigned, Offer Pending, Tentative, and Scheduled shift in the series and makes those shifts Scheduled.
If you want the series to remain tentative, choose Tentative instead.
Under Affected Shifts, choose This and all following shifts. This option appears only for shifts in a recurring schedule.
Keep the current caregiver selected in Employee.
In Pay Rate, select the rate you want. The menu starts with the shift's current rate, so make sure you change it. For example, choose Hourly ($14.00 / hour) or the territory rate, shown as [Territory name] Rate. To use a custom rate for the series, choose Custom.
If any affected shifts have approved pay, review the changes shown. Select I wish to update line items that have already been approved to continue.
Click Schedule, or Tentative if that is the assignment type you selected.
Eligible upcoming shifts from that date onward use the new rate. The recurring schedule also saves the new rate for shifts it creates later. Projected payroll is recalculated.
Fix just one shift
Open the shift and find the pay line in the payroll section, under Timesheet or Pay Period.
Click ⋮ and choose Edit Pay Rate.
Enter the new rate and click Save. If the pay is already approved, confirm the change when asked.
You can also move your mouse over the shift on Calendar and choose Edit Pay Rate.
A rate changed this way becomes a custom rate. Later profile rate changes will not replace it.
Edit Pay Rate is available for upcoming and completed shifts, but not while a shift is In Progress. It is not available for salaried caregivers.
What never changes automatically
Completed, in-progress, and canceled shifts keep their existing rates. Changing the profile rate does not update past work.
Shifts in a pay period that is processing or paid are locked. Their pay rates cannot be edited.
FAQ
I changed the profile rate and checked the box. Why do some upcoming shifts still use the old rate?
Those shifts may not have been using the caregiver's previous rate or the workspace default. They may have a custom rate entered with Custom or Edit Pay Rate, or an older rate left from a previous update.
Tentative shifts and shifts in locked pay periods are also skipped.
For eligible recurring shifts, use Configure Assignment, choose This and all following shifts, and select the standard rate. Follow the steps above.
Why is a shift's rate different from the caregiver's profile rate?
The shift saved the rate used when the caregiver was assigned or claimed it. This could be a territory rate, a custom rate, or a rate from before the profile was updated.
Check the shift's Activity tab to see where the rate came from. Examples include:
"accepted the open shift post with the pay rate of $20.00 / hr"
"scheduled to Maria Lopez with a Pay Rate of Base - $16.00 / hour"
"modified the Pay Rate to Base - $16.00 / hr"
The profile does not have a pay rate history. Use the shift's Activity tab to review rate changes.
Does changing a rate update completed shifts?
No. Completed shifts keep the rate used for that work. If a completed shift in an open pay period has the wrong rate, use Edit Pay Rate on that shift. If its pay is approved, you will be asked to confirm the change.
Can I give a raise that starts on a future date?
The profile page does not let you set a future start date. Selecting the update box applies the change to eligible scheduled shifts at once.
To start a raise on a specific date, use Configure Assignment from the first shift on that date, or ask the Assistant.
Can the Assistant do this for me?
Yes. Ask the Assistant to change the caregiver's pay rate and update scheduled shifts. You can specify a start date. For example: "Give Maria $17/hr starting next Sunday."
Keep these details in mind:
The Assistant changes the profile rate right away, even when you specify a future date. Only the shift updates start from that date.
It lists which shifts it updated and explains any it skipped, such as custom rates, approved or locked pay, or shifts before the start date.
It can change the rate on specific shifts you name.
It cannot change the travel time rate.
In Command Center, you choose Read-Only Mode when starting a session. To preview changes, start a read-only session. Then start a new session to make the changes.
What if the caregiver does not have a rate for the client's territory?
When you assign them in Configure Assignment, Careswitch explains that they will use their base rate and asks you to confirm. If you have permission to manage employment details, you can add the territory rate there.
See Territories.