Feature
Employee Management
Onboard caregivers, track credentials and rates, and keep every employment record tied to the consumers they serve.
Employee Management capabilities at a glance
- Onboarding workflow covering I-9, W-4, state withholding, and program forms
- Credential and training tracking with expiration alerts
- Rates held per employee, consumer, and service type
- Employment under multiple employers tracked simultaneously
- Background check and eligibility status gating payroll
- Direct deposit enrollment and pay history self-service
Caregivers in self-directed programs are frequently family members, often work for more than one consumer, and may be paid at different rates for different services. Employee management in this context is less about org charts and more about keeping employment, eligibility, and pay data accurate enough that payroll can run without manual intervention.
Onboard completely before the first shift
Onboarding covers the forms that must exist before someone can legally be paid: I-9 employment eligibility, federal W-4, state withholding certificates, direct deposit authorization, and program-specific agreements and acknowledgements.
ArborSoft tracks each to completion and holds the employee in a pre-payroll state until the required set is satisfied. An employee who works a shift before onboarding is complete creates a problem that has to be unwound; blocking it is cheaper than fixing it.
Track credentials before they expire
Training certificates, CPR and first aid, program-required competencies, background check clearances, and license or registry status are held with issue and expiry dates.
Expirations surface through notifications ahead of the date, to both the employee and the administrator. Where a program requires it, an expired credential can block EVV check-in — enforcing the rule at the moment it matters rather than discovering the lapse in a later audit.
Hold rates at the right granularity
A caregiver’s rate is not one number. ArborSoft holds rates per employee, per consumer, per service type, with effective dates — because the same person may earn one rate providing habilitation for one consumer and another rate providing respite for someone else.
Rate changes are effective-dated, so retroactive increases can be applied and the resulting retro pay calculated correctly rather than estimated.
Support employment under multiple employers
Working for several consumers means being employed by several common-law employers simultaneously. ArborSoft models this directly: one employee record, multiple employment relationships, each with its own start date, rates, and status.
The employee receives correct pay and correct year-end tax documents from each employer. The alternative — duplicate employee records per employer — is how the same person ends up with three W-2s carrying inconsistent details.
Give employees self-service
Through the web portal, employees can view pay history and stubs, submit and review time, update contact details and direct deposit, upload credential documents, and access year-end tax documents.
Every self-service action is one that does not become a phone call to your office.
Employee Management is one module of the ArborSoft fiscal agent platform — see how it fits into self-directed care and FMS operations.
Works alongside Employee Management
Every ArborSoft module shares one record set, so data entered once flows everywhere it is needed.
- Employer ManagementManage every common-law employer, FEIN, tax registration, and enrollment status across your whole caseload.
- PayrollComplete payroll inside the platform, generating checks and direct deposits for employees and vendors without a third-party processor.
- Electronic Visit VerificationCapture compliant visit data by mobile, telephony, or web, and validate it against the authorization the moment it arrives.
- Web PortalSecure self-service for employers, employees, consumers, and case managers — timesheets, budgets, pay history, and documents.
See Employee Management in ArborSoft
Request a walkthrough of the platform and we will show you how authorizations, EVV, payroll, billing, and tax filing work together in a single system.