How do I import my Shiftcare timesheets into Pay Cat? (OUTDATED)

This article summarises how to use Pay Cat’s Shiftcare timesheet converter which is a Google Sheets extension.

Note: ShiftCare has released a native integration with Pay Cat which replaces this method. Check out the article here to set it up: https://www.paycat.com.au/en/knowledge/how-to-connect-pay-cat-to-shiftcare

Pay Cat created a Google Sheets extension to eliminate the hard work of importing your Shiftcare timesheets.

You can find a copy of the Shiftcare timesheet extension here.

This tool will take an export of timesheets from ShiftCare and prepare them to be imported into Pay Cat Payroll. It will:

Consolidate any shifts that have the same shift type and start/end at the same time.
Convert any unit-based sleepover allowances into shifts with start and end times.
Flag/catch any timesheets that overlap existing timesheets in Keypay.

Before you begin:

You will need to have already installed the Google Sheets Extension. For instructions on doing this, read our help article here

Instructions:

Open any Google Sheet and go to the Extensions Menu > Pay Cat ShiftCare Timesheets
Enter your KeyPay API key and select the relevant business file through the 'KeyPay' settings menu.
Press the 'Create template sheets' button. This will create two tabs:
1. 'input - shiftcare timesheets' which is where you'll need to paste you shiftcare timesheet export into.
2. The 'Exclusions List' tab will also be created, which is where you can list any Shiftcare employees or shift types that should be ignored. For example, if an employee submits timesheets in Shiftcare but is not paid on the basis of time worked, they should be listed here.
  
  NB: You can reuse this same Google Sheet for other timesheet imports.
Export the timesheets from ShiftCare, and paste them into the 'input - shiftcare timesheets' tab. Alternatively you can go to File > Import > Upload > Select the file you exported from ShiftCare > Replace Current Sheet
Press the 'Preview timesheet import' button: this will create a new tab, 'Importable Timesheets', containing the formatted timesheets. It will also flag any timesheets that will not be importable into Pay Cat Payroll; the reasons for which may be things like:
1. Employee Not Found in Keypay
2. Overlapping timesheets

Note:
If you get the error 'No Business ID set.' Please refer to step 2 above to select the Keypay Business.

Note:
For assistance on troubleshooting any timesheet errors, please refer to our troubleshooting guide here

6. The 'Import Timesheets' button can then be pressed to post the timesheets to Pay Cat as 'Approved'. Note that this will filter out any timesheets flagged as not importable. Timesheets are automatically posted to Pay Cat payroll in an 'Approved' Status