Newsletter Resource · Operations
Scheduling & Payroll - Setup in One Afternoon
From first shift posted to first payroll exported. The 6-step rollout most providers complete on day one.
Scheduling and payroll are included free on Professional and above. Most providers go from shift-by-text-message to fully-tracked-and-payroll-ready in an afternoon. Use this guide as your rollout checklist.
The 6-Step Rollout
1
Set base pay rate per staff member
Open Staff → [Name] → Pay Type + Hourly Rate. Pay-rate history is preserved automatically - when you raise someone's rate next year, the old rate is still in the audit trail.
2
Define your overtime policy
Standard is 40 hr/week → 1.5×. CareHub also supports daily overtime (some states) and shift differentials (weekend/night). Set once at the org level.
3
Set PTO + holiday + sick balances
Per staff member. Auto-deducts when the staff member books time off through scheduling.
4
Publish your first week of shifts
Scheduling → New Shift → assign to a home + staff + role. Email + in-app notifications fire automatically. Staff can request swaps from their phone.
5
Confirm EVV-ready clock-in/out
Geofencing keeps staff honest about being on-site. Clock-in/out timestamps feed payroll. EVV-ready records exported per your state's Medicaid format.
6
Run your first payroll cycle
End of pay period → Payroll → Period Close Checklist (verify shifts, approve overtime, two-person sign-off) → Export CSV ready for your payroll provider.
Per-Shift Best Practices
- Post shifts at least 2 weeks in advance - gives staff time to request swaps
- Require clock-in within 5 minutes of shift start (auto-flag late arrivals)
- Clock-out triggers a "submit your daily note" reminder for that shift
- Two-person payroll approval before export (one prep, one verify)
- Review the payroll Period Close Checklist before signing - flagged items must be resolved or noted