Your Workforce Management, Simplified from Start to Finish
Managing staff shouldn't feel like juggling a dozen different systems. Simplifi connects everything - from the moment your employee data arrives to the second salaries hit bank accounts - in one smooth, automated flow.
Instead of manually entering employee details into yet another system, Simplifi automatically pulls information from your existing payroll provider - whether that's iPayroll, Datacom, or others you already use.What gets transferred:
- Employee names and contact details
- Payroll IDs and pay rates
- Leave balances and pay calendars
- Standard contracted hours
- Cost codes and pay elements
Once that information arrives, Simplifi automatically creates comprehensive staff profiles for everyone in your organization. Each profile becomes a living record that includes:
- Personal and contact information
- Their role, department, and reporting manager
- Pay rates and employment terms- Leave balances (always up to date)
- Compliance documents and expiry dates
- Work preferences for casual staff
When you're building rosters, Simplifi doesn't just let you drag names into time slots. It actively helps you make better decisions with:
Dynamic Rostering Ratios: perfect for industries like aged care and education, where staff-to-client ratios matter. The system shows you in real-time whether you're meeting requirements.
Intelligent Suggestions: the system knows who's available, who's qualified, who's due for a break, and who's approaching overtime. It helps you roster the right people at the right time.
Built-in Flexibility:- Publish available shifts for casual staff to claim- Enable shift swaps between employees (with manager approval)- Manage one-off changes and leave requests- Handle last-minute emergencies without chaos
Your employees can clock in and out in two easy ways:
1. Kiosk Mode: perfect for shared workspaces. Staff tap in and out on a tablet stationed at your workplace.
2. Beacon Technology: for mobile workers or multiple locations, employees simply need to be near a beacon with their phone - the app handles the rest.
No more paper timesheets. Everything's recorded automatically with timestamps and locations.
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Once shifts are completed, managers can:
- Review all timesheets in one place
- Spot any discrepancies (late arrivals, early departures, missed breaks)
- Make modifications if needed
- Approve timesheets with a single tap
Request modifications directly: if something doesn't look right, you can request changes through the app. Employees get notified, update their timesheet, and resubmit - all without phone tag or email chains.
Here's where Simplifi really earns its keep. Between approved timesheets and final payroll, our Payroll Rules Engine works behind the scenes to:
- Apply award interpretations and penal rates- Calculate overtime, allowances, and shift loadings
- Account for public holidays
- Flag any unusual patterns or potential errors
- Ensure everything complies with your payroll rules
Think of it as a quality control checkpoint that never sleeps, never misses a detail, and never lets incorrect data reach your payroll.
Once timesheets pass through the Payroll Rules Engine, all that perfectly processed data flows back to your payroll provider via the same API connection.
Your payroll team gets clean, accurate, ready-to-process information. No manual transfers. No reformatting spreadsheets. No worries that something got missed.
Want to verify everything processed correctly? Simplifi can pull payslips back from your payroll provider, so employees can view them directly in the app.
But it goes beyond just payslips. You get access to comprehensive reporting that shows you exactly what's happening across your organisation.
One system. One source of truth. Complete visibility.
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Once shifts are completed, managers can:
- Review all timesheets in one place
- Spot any discrepancies (late arrivals, early departures, missed breaks)
- Make modifications if needed
- Approve timesheets with a single tap
Request modifications directly: if something doesn't look right, you can request changes through the app. Employees get notified, update their timesheet, and resubmit - all without phone tag or email chains.
For Your Employees
Clock in and out
View roster & apply for shifts
Request leave
View payslips
Update profile
Set work preferences
Maintain profile info
View messages
For Your Managers
View staff profiles
Build rosters
Manage casual pool
Approve shift swaps
Publish jobs
Approve timesheets
Manage leave requests
Verify compliance
For HR & Finance
Comprehensive reporting
Compliance module
Organization-wide tracking
Audit-ready records
Strategic insights
Cost center analysis
For Your People
They get transparency, convenience, and control over their work life. No more chasing managers for payslips, wondering about leave balances, or missing out on available shifts.
For Your Managers
They spend less time on paperwork and more time actually managing. Better tools mean better decisions, faster.
For Your HR & Finance Teams
They get accuracy, compliance, and confidence. When audit time comes, they're ready. When leadership asks for reports, they've got them.
For Your Organisation
You reduce costly errors, ensure compliance, improve employee satisfaction, and free up your team to focus on what actually grows your business.
Managing an early childhood education centre means juggling strict staff-to-child ratios, qualification requirements, unpredictable absences and fluctuating enrolments, often across multiple rooms and age groups.
Generic workforce platforms aren’t built for the realities of ECE. They struggle with ratio compliance, qualification tracking, casual-heavy staffing models and the need to fill shifts quickly when educators are sick or unavailable. The result is increased admin burden, compliance risk and unnecessary stress for centre managers.
Simplifi is purpose-built for early childhood education providers, giving centre leaders real-time control over rosters, staff availability and compliance so centres stay fully staffed, ratios stay compliant and children receive consistent, high-quality care.
Those API connections we mentioned? We can build them for you.
No Double Entry: information moves automatically between systems
Always Synchronized: changes in one place update everywhere
Error Reduction: fewer human touchpoints means fewer mistakes
Time Savings:
hours of admin work reduced to minutes
Datacom Payroll
For over 50 years, Datacom Payroll has provided reliable, innovative payroll solutions for businesses across New Zealand and Australia. With comprehensive cloud-based technology, Datacom streamlines payroll, core HR, self-service, compliance, and reporting tools, ensuring businesses stay efficient and compliant. Through its integration with StaffSync, Datacom helps organisations simplify workforce management, allowing seamless payroll processes and the flexibility to grow.
iPayroll
iPayroll is a trusted and proven cloud-based payroll solution, designed in New Zealand for businesses of all sizes. With a user-friendly platform, iPayroll makes managing pay, leave, tax, and employee records effortless. Employees can easily access payslips, pay history, and tax summaries through the Employee Kiosk. Integrated with StaffSync, iPayroll helps businesses enhance payroll management, offering efficient processes and a seamless employee experience.
Smartly
Smartly software is one smart system for sorting all your payroll and people admin. Kiwi-owned and trusted by over 22,000 businesses. With an intuitive cloud-based platform, it makes payroll, leave management, and tax compliance easy, freeing up valuable time and reducing stress. Smartly helps business owners stay focused on growth while keeping compliance in check. Through its integration with StaffSync, Smartly ensures seamless payroll management, delivering an efficient solution that empowers small businesses to thrive.
Crystal Payroll
Since 2005, Crystal Payroll has provided cutting-edge, cloud-based payroll software designed and developed in New Zealand. With easy-to-use features, tailored solutions, and cost-efficient payroll management, Crystal Payroll is the preferred choice for businesses and professionals nationwide. Through its integration with StaffSync, Crystal Payroll helps streamline payroll processes to deliver flexibility and efficiency across diverse industries.
PayGlobal
Whether you have 300 employees or 10,000, MYOB PayGlobal scales rapidly, managing and streamlining payroll processes with complete accuracy. PayGlobal takes care of all the calculations – your pay runs will be calculated using correct and up-to-date information pulled through from Simplifi for time-worked, leave and deductions.
IMS
IMS is cloud-based payroll solution that you can access anywhere, anytime. Allowing you to work from multiple locations with a single licence, IMS provides access to robust and comprehensive payroll features.
Jade Software
Simplifi is built using the Jade platform allowing our team to develop and implement technology updates at pace. The Jade Platform is a fast, robust and reliable development suite ideal for high-performance, complex business applications. It has been tried and tested in banking, insurance, retail, and agriculture sectors all over the world.
Infocare Solutions
Since 2003 Infocare Solutions has provided New Zealander’s childcare services with trusted and transformative software and solutions. Infocare’s software is developed by childcare people for childcare people – solving everything from reporting, billing, funding and many more.
Testimonials
“The system has made timesheet & leave approval across the organisation significantly easier. Our staff have easily adopted the new technology and it’s improved the efficiency of collating data for payroll. A key success factor is having the payroll rules embedded in Simplifi. This reduces the risk of error and ensures staff are paid for their contracted entitlements.”
Christine Ferrier,
Financial Administrator, Tararua Health Group
"The system has made timesheet & leave approval across the organisation significantly easier. Our staff have easily adopted the new technology and it’s improved the efficiency of collating data for payroll. A key success factor is having the payroll rules embedded in Simplifi. This reduces the risk of error and ensures staff are paid for their contracted entitlements."
Angela Kneeshaw,
Chief Financial Officer, BeGroup
"They were friendly, easy to work with, and willing to adapt and grow with us. They understood Kiwi business and focused on the end user, not just the head office. Since using Simplifi, we’ve reduced overtime, improved rostering efficiency, and in some stores we now fill shifts in minutes instead of hours."
Tristram Verrell,
Productivity, Efficiency & Workforce Manager, Foodstuffs North Island
“The training and support from the team at Simplifi has been a big plus. It takes time to learn a new system, and aged care is ‘messy’ from a staffing point of view, so getting Simplifi tuned to our ways took a bit of time but we had ample support. The ‘Hey Jamie’ phone calls and emails always got fast results.”
Mark Buckley,
General Manager at Lonsdale Total Care Centre
Say goodbye to complex rosters, compliance headaches, and payroll errors. With Simplifi, you can streamline scheduling, stay compliant and save valuable admin time.
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