Employees

The people at one employer, and the details that decide how each person's pay is checked. FairCheck checks pay against the award a person is employed under, so it needs to know which one that is. Set it once and it's used for every payslip of theirs from then on — whether you upload it or it comes in from a connected payroll system.

Employee details

The list shows each person's role, award and classification, employment type, agreement, payslip count and when their details were last confirmed. Anyone with no award is listed first and marked "Award needed": their payslips still import, but nothing is compared to a minimum wage until you set one. If a payroll app that can supply an employee list is connected, an "Import from …" button pulls its people in.

"Add employee" and "Edit" open the same form:

• "Name" — as it appears on their payslips, because that's how they're matched. Stored encrypted.
• "Payroll ref" — optional; your payroll system's id. If two people share a name, add each one's payroll ref so their payslips can be told apart.
• "Who to ask about their hours" — "Manager's email", "Manager's name" and "Their own email". Only used when a pay run arrives with no hours for them: the manager is asked first, then the person. Both are stored encrypted. See Check a pay run.
• "Role" — their job title from the standard Australian occupation list. Picking one suggests the likely award below; always check it, since the same job can sit under different awards. If the list doesn't name their job, you can add your own.
• "Award & classification" — the award and level their pay is checked against. "Suggest from role" offers ranked candidates with the condition each applies under; a suggestion is never saved until you save the form.
• "Employment type" — "Full-time", "Part-time" or "Casual".
• "Enterprise agreement" — shown only when the employer has active agreements. "Auto-select" lets FairCheck choose by coverage; see Enterprise agreements.
• "Other grades they work at" — days spent at another grade, or under another award entirely, can be paid differently. Each row is its own award and classification. Leave it empty unless their work genuinely changes; it doesn't replace the classification above.

A role that came from a payslip and was accepted in the confirmation wizard is marked "guessed" until you set it here yourself.

Adding someone here means you want them checked, so it uses one of your plan's seats. When every seat is taken, the form says so and won't save the new person. You can free a seat, or add seats on the Billing page. The Checked column shows who holds a seat, and a line above the list shows how many are in use. People brought in by a payroll connector don't take a seat until their first payslip arrives. See Seats.

Typical week

"Typical working hours" is optional. It's their usual week, used to check payslips that don't print hours. Tick the days worked, set the clock-on and clock-off times, and add breaks. Unpaid breaks come off the paid total; paid rest breaks don't. Days left off are treated as not worked. Copy one day's times and breaks and paste them onto another, or "Paste into every other day".

Three ways to fill the grid faster:

• "Common patterns for this award" — one-tap presets where FairCheck holds them for the award. Pick the closest and correct it below.
• "Describe it in words" and "Fill hours" — one line of plain English, such as "Mon–Fri 9–5 with a 30 min lunch, Sat 8–12", turned into the grid.
• "Suggest from role" — a typical week for the chosen role.

The AI-backed suggest and fill buttons only fill the form on screen. Nothing is stored until you press "Save changes" or "Add employee".

"Treat these as" sets what the hours are worth:

Split shifts

A day worked in two or three parts with time off in between — say 11:00–14:30, then 17:30–22:30 — is a split shift (some awards call it a broken shift). Set the first part's times on the day's row, then press "+ Split shift" and enter the next part on the "then … to …" row. Up to three parts a day. The time off between parts is not paid and is not a break, so don't enter it as one; it's what entitles the person to a split or broken shift allowance under awards that pay one.

The parts can't overlap or run straight into each other — a few minutes off is a break, not a split. The day's total shows the hours across all its parts.

Payslips are then checked for the award's split or broken shift allowance, and — where FairCheck has read them from the award — for its limits: how long the day may spread from first start to last finish, how many parts it may have, and how short a part may be. Time off under an hour is treated as a meal break and isn't checked as a split shift.

Shifts on file

Dated shifts for the last 90 days (and up to 60 days ahead) appear on the person's page, with their date, times, hours, source and status. These are what the checks price per calendar week, so a fortnightly or monthly payslip is priced against the hours actually worked in each week.

If a pay period holds any planned or unapproved shift, the whole period is treated as an estimate. Where a timesheet and a roster cover the same date, the timesheet is used.

Shifts come from a connected workforce platform ("Employment Hero", "MYOB"), a timesheet import ("Timesheet file") or the confirmation wizard ("Entered by hand"). Rows you or a file entered can be removed here; rows a connector wrote go back to the connector.

How we check their pay

A summary of the facts each check rests on: "Award", "Classification", "Employment type", "Enterprise agreement", "Typical week", "Last confirmed", "Rates applied" (adult, junior or apprentice/trainee), "Work varies", "Break arrangement", "Allowance triggers" and "Other grades".

• "Why this level" lists the reasons the classification was settled on, in the person's own terms, with the award's own description of the level above it.
• "What we assumed" lists any guess the result rests on. An answer resting on a guess says so wherever it is shown.
• "Not covered by" lists awards this person has ruled out; they won't be suggested again.

"Re-run qualification" takes you through the guided questions again for this one person, with last time's answers shown as history. "Answer work details" (or "Work details" once answered) opens the questions below.

Classification history

Each time someone confirms or changes this person's award, level or employment type, FairCheck keeps a dated record: the award and level, the duties it rested on, the minimum hourly rate it gave at the time, how each was decided, who confirmed it and the date it applies from. The newest ten are listed on their page; "PDF" downloads one as a document. "Confirm setup" (or "Review setup") opens the screen where all of this is confirmed. See Confirm a person's setup.

Reports

Ask for a date range and get a PDF and a CSV covering this person's payslips, with their most recent reports listed underneath. See Reports.

Their payslips

Every payslip of theirs, with the same filters as the main list, and a link to see them in the full payslip list. See Payslip compliance.

A few things a payslip can't tell us

A payslip shows what was paid. It can't show whether an allowance was owed, or whether a break was actually taken. Answer these once and every payslip is checked against them from then on. Until they're answered, the person's page says "We haven't asked … about their work yet" and the allowance and break checks can't run.

Allowances

The questions come from the award itself, so set the person's award first. If one applies, any payslip that doesn't carry it is flagged. Where FairCheck hasn't written the allowance questions for an award yet, the page says so.

Two are asked about the work rather than the allowance. For a tool or equipment allowance the question is whether the employer requires the person to bring and use their own tools — answer no if the employer supplies them and the person just prefers their own, or if they're already paid for them another way. For a split shift allowance the question is whether they work split shifts. Common allowances are asked the same way: whether the employer appointed them to do first aid (with a current certificate), put them in charge of other employees, requires them to use their own vehicle, or to launder a uniform themselves.

Breaks

Whether they get a break during the day, and whether they usually get to take it. Thirty minutes a day across a year is about three working weeks.

Not sure about one? Leave it on "Not sure". It's recorded as unanswered, never as a no — FairCheck would rather ask again than assume the answer is no. "Save these details" stores your answers.