You can use the Manage rates module to manage all your employee, site, combination, and branch pay and bill rates 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.
Pay rates and Bill rates
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.
Let's look at some examples.
By employee
By site
By 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.
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.
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.
Once you’ve selected your employee(s), service(s), effective date, and rate, click 'Add # pay rates' to proceed.
Once the rates are confirmed, click 'Save' to complete the process.
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.
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.
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.
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.
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.
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.
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.
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.
Once you click 'Find rate,' the system will highlight any rates associated with your selections.
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.
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.
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.
Let's look at some examples below.
PDF export of pay rates
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.
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.
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.
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.
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.
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.
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.
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' form will appear as shown below.
By entering the details and clicking 'Find rate,' the system will identify the corresponding 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.
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.
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.
Let's look at some examples below.
PDF export of bill rates
Excel export of bill rates
If you have any questions regarding the Manage rates module, then please contact support now!