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Manage rates

You can use the Manage rates module to manage all your employee, site, combination, and branch pay and bill rates.

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Written by Celayix Support
Updated over 3 weeks ago

You can use the Manage rates module to manage all your employee, site, combination, and branch pay and bill rates in Schedule Xpress.

The Manage rates module in Schedule Xpress

In this article, we'll look into the following on Manage rates in Schedule Xpress:

Finding Manage rates

Pay rates and Bill rates

Group by in Manage rates

Add pay rates in Manage rates

Update rates in Manage rates

Delete rates in Manage rates

Pay rate lookup

Filters in Manage rates

Export rates in Manage rates

Add bill rates in Manage rates

Update bill rates in Manage rates

Delete bill rates in Manage rates

Bill rate lookup

Filters for bill rates in Manage rates

Export bill rates in Manage rates


Finding Manage rates

Your Manage rates will be located on the command strip on the left edge in your Schedule Xpress.

The Manage rates icon will present as a dollar note.

The Manage rates icon in Schedule Xpress

Pay rates and Bill rates

You can toggle between Pay rates and Bill rates using the options at the top center of your screen.

You can toggle between Pay Rates and Bill Rates using the options at the top center of your screen

Group by in Manage rates

You can use the Group by option to show your rates grouped by:

  • Employee (employee name).

  • Site (site name).

  • Rate type (Branch, Employee, Site and Combination).

You can switch between the options using the dropdown arrow.

You can group by employee, site or pay rate type in Manage rates

Let's look at some examples.

By employee

The view when grouping by employee

By site

The view when grouping by site

By rate type

The view when grouping by pay rate type

Pay rates

This section will walk you through the process of managing your pay rates in Schedule Xpress.

Add pay rates in Manage rates

You can add pay rates within the Manage Rates module. The 'Add pay rates' option is located in the top-right corner.

Note: You can also access the 'Add pay rates' option under the wrench icon.

You can choose to add:

  • Employee pay rates.

  • Site pay rates.

  • Branch default pay rates.

  • Combination pay rates.

Note: When adding a pay rate, ensure that your payroll settings at the site level align with the selected pay rate type.

Add pay rates in Manage rates

First, select the pay rate type you'd like to add.

Note: The available pay rate types will depend on your system setup. If you're unsure about this, please contact support.

You can add employee, site, branch default or combination pay rates

Let's look at adding an employee pay rate.

Note: Site, Combination and Branch pay rates will require different data.

You'll need to define:

  • Employee(s).

  • Service(s).

  • Effective date.

  • Rate.

If you select more than one service, multiple lines will be created for each employee.

You'll need to define the employee, service, effective date and rate to add an employee pay rate

Once you’ve selected your employee(s), service(s), effective date, and rate, click 'Add # pay rates' to proceed.

Click 'Add # pay rates' to lock the new rates in prior to saving

Once the rates are confirmed, click 'Save' to complete the process.

Click Save to add the pay rates into the Manage rates module

You’ll need to decide whether to apply the rate to past and new shifts or just to new shifts. Here’s what each option means:

  • Apply to past and new shifts: This forces the system to recalculate rates starting from the effective date.

  • Apply to new shifts: This applies the updated rate only to new or future shifts.

Once you make your selection, the rate(s) will be added to the employee's profile.

Click Apply to past and new if you're backdating your rate(s), or Apply to new shifts if you're only updating your rate(s) for future shifts

Update pay rates in Manage rates

Once a pay rate is saved, you can update it at any time.

First, select the rate(s) you want to change by checking the box next to them. The 'Update rate' option will appear in the top-right corner. Alternatively, you can click the wrench icon and select 'Update rate.'

Note: You can update multiple rates at once by checking the boxes next to them.

Update rate(s) in Manage rates

The next step is to determine whether you want to replace, increase or decrease the existing pay rate(s).

You'll need to select:

  • Replace with.

  • Increase by.

  • Decrease by.

Choose whether you want to replace the rate(s), increase the rate(s) or decrease the rate(s)

Replace with

The 'Replace with' option lets you select a new pay rate to replace the existing one.

To finalize the replacement, make sure to click 'Update # rates.

Replace with allows you to replace the rate with an entirely new rate

Increase by and Decrease by

The 'Increase by' and 'Decrease by' options allow you to specify either an amount or a percentage for the adjustment.

'Increase by' and 'Decrease by' allow you to increase or decrease a rate by an amount or percentage

Delete pay rates in Manage rates

To delete a pay rate, check the box next to it, then click the wrench icon (top-right) and select 'Delete rate.'

Note: You can delete multiple pay rates at once by checking the boxes next to them and following the same steps.

Delete rates in Manage rates

You'll be warned that this action cannot be undone if you click 'Delete.' If you wish to proceed, click 'Delete,' and the rate(s) will be removed.

You'll be warned that if you proceed to delete the rate, the action cannot be undone

Pay rate lookup

The 'Pay rate lookup' feature allows you to find rates associated with:

  • Employees.

  • Customers.

  • Sites.

  • Services.

Note: It also displays the pay rate rule applied at the site level.

Pay rate lookup allows users to search for pay rates in Manage rates in Schedule Xpress

Once you click 'Find rate,' the system will highlight any rates associated with your selections.

Clicking 'Find rate' will highlight any rates associated with the employee, customer, site and service you've chosen

Filters for pay rates in Manage rates

You can use your filters to help you search for specific rates by date, type, employee, site, or service.

The filters in Manage rates, are:

  • Applicable types on - The Applicable types on filter allows you to choose a date to apply, which will list all the rates that have an effective date up to this date. Any rates with effective dates after this date will not be shown.

  • Pay rates types - The Pay rate types filter allows you to filter branch, combination, employee, or site rates.

  • Employees - The Employees filter allows you to select a single employee or multiple employees to show employee pay rates for.

  • Sites - The Sites filter allows you to select a single site or multiple sites to show site pay rates for.

  • Service - The Service filter allows you to select a single service or multiple services to show pay rates that include shifts relating to this service type.

Filters for pay rates in Manage rates

Reset all filters for pay rates in Manage rates

You can click 'Reset all' to clear all your filters at once. This option saves you the time of removing them individually.

Reset all filters allows you to clear all filters immediately


Export pay rates in Manage rates

You can export your rates by clicking the wrench icon (top-right), then selecting 'Export rates' and choosing either 'PDF export' or 'Excel export.'

Note: You can apply filters to export specific rates.

You can export your pay rates by PDF or Excel in Manage rates

Let's look at some examples below.

PDF export of pay rates

Example of PDF export of pay rates

Excel export of pay rates

Example of Excel export of pay rates

Bill rates

This section will guide you through the process of managing your bill rates in Schedule Xpress.

Add bill rates in Manage rates

You can add bill rates by clicking 'Add bill rates' in the top right corner of the page.

'Add bill rates' is located in the top right corner. You'll use this feature when you want to add a new bill rate or group of rates

This option allows you to choose from the following bill rate types:

  • Employee bill rates.

  • Site bill rates.

  • Branch default bill rates.

  • Combination bill rates.

The available options depend on how your database is configured. For example, if your system is set to use only site bill rates, you will only have the option to add site bill rates. If multiple types of bill rates are in use, different options will be available.

You can add employee, site, branch default or combination bill rates in 'Add bill rates'

Update bill rates in Manage rates

Once a bill rate is saved, you can update it at any time.

To make changes, first select the rate(s) you wish to update by checking the corresponding box. The 'Update Rate' option will then appear in the top-right corner.

Alternatively, you can click the wrench icon and select 'Update rate.'

Note: You can update multiple rates simultaneously by selecting them with checkmarks.

Updating bill rates in Manage rates by clicking 'Update rate'

The next step is to choose whether you want to replace, increase, or decrease the existing rate(s).

To do this, select one of the following options:

  • Replace with.

  • Increase by.

  • Decrease by.

You can replace the rate or increase or decrease by a fixed amount or percentage

Replace with

The 'Replace with' option allows you to select a new rate that will replace the existing bill rate.

To finalize the replacement, make sure to click 'Update # rates.'

Finalize the update by selecting the effective date for the new bill rate, then click 'Update # rates' to complete the process.

Replace with allows you to replace the existing rate with an updated rate

Increase by and Decrease by

The 'Increase by' and 'Decrease by' options allow you to specify an amount or percentage to adjust the bill rate.

You can increase by or decrease by a fixed amount or percentage

Delete bill rates in Manage rates

To delete a bill rate, check the box next to it, then click the wrench icon (top-right) and select 'Delete rate.'

Note: You can delete multiple bill rates at once by checking the boxes next to them and following the same steps as above.

Select the rate and click the wrench tool, then 'Delete rate'

Bill rate lookup

You can use the 'Bill rate lookup' to find any bill rates associated with a specific date, employee, customer, site, or service. This feature makes it easy to locate and adjust the rate(s) you're looking for.

The 'Bill rate lookup' is a fast way to find bill rates

The 'Bill rate lookup' form will appear as shown below.

By entering the details and clicking 'Find rate,' the system will identify the corresponding rate.

You can choose a date, employee, site or service to locate a rate

Filters for bill rates in Manage rates

You can use filters to help search for specific rates by date, type, employee, site, or service.

The available filters in Manage rates are:

  • Applicable types on: This filter lets you choose a specific date, and it will display all rates with an effective date up to that date. Rates with effective dates after this will not appear.

  • Bill rate types: This filter allows you to filter rates by branch, combination, employee, or site.

  • Employees: Use this filter to select one or more employees and view their respective bill rates.

  • Sites: The Sites filter lets you choose one or more sites to view bill rates associated with those sites.

  • Service: This filter allows you to select one or more services to view bill rates related to shifts for those service types.

The bill rates filters can be used to locate specific rates related to types, employees, sites or services

Reset all filters for bill rates in Manage rates

You can click Reset all to clear all your filters immediately. Clicking this option saves you the time of removing them individually.

Reset all filters allow you to remove all filters with the click of a button

Export bill rates in Manage rates

You can export your bill rates by clicking the wrench icon (top-right), then selecting 'Export rates' and choosing either 'PDF export' or 'Excel export.'

Note: You can apply filters to export specific rates.

You can export bill rates by PDF export or Excel export

Let's look at some examples below.

PDF export of bill rates

Example of a PDF export for bill rates

Excel export of bill rates

Example of a Excel export for bill rates

If you have any questions regarding the Manage rates module, then please contact support now!

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