Adding a Caregiver With an Existing Contract

If you already have a signed employment contract with your caregiver, use this flow to enter their details, upload the contract, and set up payroll — without building a new contract in RoostPay.

1. Step 1: Caregiver & document

1. From Add a caregiver, tap I already have a contract. You’ll land on Add caregiver (existing contract), step 1 of 4: “Caregiver & document.”
2. Enter the Caregiver full name and Caregiver email.
3. Enter the Employment start date.
4. Tap Select contract PDF and choose your signed employment contract as a PDF file. Once selected, RoostPay shows “Contract PDF ready” with the file size — tap Replace if you picked the wrong file.
5. Tap Next.

2. Step 2: Payroll setup

These settings drive pay periods, remittances, and statutory calculations, so enter them carefully.

1. Enter the Hourly rate (CAD).
2. Choose the Pay frequency:
   • Weekly — every 7 days.
   • Bi-weekly — every 14 days.
   • Semi-monthly — twice per month (day-of-month anchors).
3. Choose the Tax province.
4. Enter the First pay period start date.
   • For Weekly or Bi-weekly: the weekday you pick becomes the start of every 7-day or 14-day pay period going forward — your previous payroll provider should cover pay up to that point.
   • For Semi-monthly: enter the date your next pay period starts; RoostPay calculates wages from that point forward.
5. Enter the Pay date offset (days after period end) — how many days after the pay period ends before payday, giving you time to approve any outstanding overtime.
6. Tap Next.

3. Step 3: Compliance & deductions

This step covers vacation, sick leave, work authorization, and other payroll rules.

1. Under Worker classification, optionally choose a Compliance profile if provincial law treats this role differently (for example, some overtime, vacation, or sick leave rules).
2. Under Vacation, set the Vacation pay policy and Vacation rate.
3. Under Sick Leave, choose the Sick leave policy and set Sick days allowed per year.
4. Under Work Authorization, record the caregiver’s Work authorization.
5. Under Statutory Holidays, confirm the Statutory holiday pay option. Payroll uses this choice when your caregiver works a statutory holiday. Statutory holiday pay + 1.5× pays the statutory holiday amount (if they qualify) plus 1.5× for hours worked that day. Substitute day off + 1.5× pay pays hours worked at 1.5× and adds a paid substitute day. Statutory holiday pay + 2× is a greater benefit.
6. If applicable, record whether you’re Registered with workers’ compensation and enter your WCB / WSIB account number.
7. If this is a Live-in caregiver, set the Room deduction (CAD) and Meal deduction (CAD), and whether Private bedroom provided applies.
8. Tap Next.

4. Step 4: Overtime rules

Set overtime terms at or above your province’s legal minimums.

1. Enter the Overtime rate multiplier.
2. Enter Overtime starts after (daily hours) and Overtime starts after (weekly hours).
3. If your province has a higher overtime tier, enter the Higher overtime rate multiplier and Higher rate starts after (daily hours).
4. If the tax province is British Columbia, Ontario, Prince Edward Island, or Manitoba, you can turn on Hours averaging on this step. See Hours Averaging.
5. Tap Save & invite caregiver to finish.

Once submitted, RoostPay shows “Invite sent. Your caregiver can complete onboarding from their email,” and returns you to your dashboard.

Edge cases

• This field is required: shown on any required field left blank.
• Enter a valid email address: shown if the caregiver email isn’t formatted correctly.
• Vacation rate cannot be lower than the provincial minimum / Sick days cannot be lower than the provincial minimum: shown if your entry is below your province’s legal minimum.
• Room deduction cannot exceed the provincial maximum / Meal deduction cannot exceed the provincial maximum: shown for live-in caregivers if a deduction exceeds the legal cap.
• Please select a PDF contract before continuing: shown if you try to move past step 1 without uploading a contract PDF.
• Could not save the caregiver: shown if submission fails. Check your connection and try again — your entries are not lost.

Related articles

• Adding a Caregiver
• Managing Your Household and Employees
• Hours Averaging