Welcome to ShiftCare!
This comprehensive help guide will take you through the entire ShiftCare setup process step-by-step, and contains links to relevant articles along the way.
This article assumes you have either subscribed or are trialing ShiftCare, and have an active Xero subscription.
Throughout this article we've included yellow 'TASK' icons. These link to articles within our Help Centre which will guide you through each step in greater detail.
Below we have eight steps to get you on your way...
Step 1 - Setting up Staff Pay Groups & Allowances
Pay Groups within ShiftCare allow the flexibility to assign varying payroll categories to staff. When you sync time-sheets from ShiftCare to Xero, the Pay Item names within each Pay Group tell Xero what pay rates to assign staff in their time-sheets.
Once complete, ShiftCare can sync your staff time-sheets to Xero in seconds, and create draft time-sheets in Xero ready for your review and approval. We'll show you how this is done a little later when we cover 'Generating time-sheets'.
Pay Groups are assigned to each of your staff from within their staff profile page. Depending on how you have Xero set up, the pay rates could apply to the entire 'Care Worker' pay group, or you may have pay templates setup for individual staff that are assigned to the 'Care Worker' pay group.
All staff pay rates are stored in Xero
ShiftCare is simply telling Xero the number of hours worked,
The Xero Pay Items shown above are synchronised with your Pay Items in Xero for each Pay Group created. These should be set up prior to creating your Pay Groups in ShiftCare.
You can set up an API sync between ShiftCare and Xero so that time-sheets can be transferred from ShiftCare to Xero on a weekly or fortnightly basis to process your payroll. This is highly sought after because it will reduce manual entry of data into Xero.
Below, we'll show you how to sync the pay items in Xero so they are available within the 'Xero Pay Item' drop down in ShiftCare (highlighted in red rectangle above).
Rostering staff for Office or Admin work?
Staff on salaries (such as Admins) are usually paid directly via your Xero payroll. There is no need to roster Admins into ShiftCare, but if you would like visibility of your Admins within the ShiftCare scheduler, please refer to our article on
Allowances can be used within ShiftCare for items such as expenses, mileage, overriding Pay Items or hours, or providing one-off shift allowances for First Aid Certification for example.
You may also want to roster staff for an eight hour sleepover, but instead of paying staff for eight hours, you may want to pay them a one-off sleepover allowance meaning the staff are rostered for eight hours in the scheduler, but only paid the sleepover allowance on their time-sheet.
To setup allowances in ShiftCare, please follow the steps below.
Later, we'll show you how to assign Pay Groups and Allowances to your staff member's profile pages and how to attach allowances to shifts.
Allowances can be assigned using two methods
Attach an allowance to a shift to cover sleepovers, mileage and other expenses.
Attach a permanent allowance to a staff member's profile (for First Aid certification for example). This will be paid automatically for each rostered shift the staff member completes.
We'll be covering this in the 'Creating Staff and Client Profiles' section later.
You've completed Step 1
Step 2 - Setting up NDIS Pricing and/or custom pricing
Importing NDIS Price Books
NDIS providers can import NDIS price books which will copy across the support item codes needed to submit a claim through PRODA, and allow you to generate invoices with ease.
In this section we'll show you how to import NDIS price books into ShiftCare as well as create your own custom pricing.
Unsure what the differences are between Prices and Pay Items?
Click here to find out more
To get started with setting up your NDIS pricing, follow the steps in the article below. If you need help, please reach out to our Support team for assistance.
Custom Price Books
If you won't be using NDIS pricing, or you would like to create your own custom pricing for charging your clients, ShiftCare lets you create these in a few simple steps which we'll take you through below. Note that you can use a combination of NDIS and custom pricing if required.
TASK - OPTIONAL
You've now completed setting up your Client Pricing in ShiftCare! For additional information on Pricing, please refer to the related articles below.
Optional Related Articles
You've completed Step 2
Step 3 - Creating Carer (Staff) and Client Profiles
Inviting Carers to use ShiftCare
Before being able to assign shifts and create schedules for Carers (or Staff), you must have their details entered into ShiftCare. When you add Carers into ShiftCare they will receive an email inviting them to complete their account and set a password.
In the following task, we'll take you through:
Creating a Carer or Office user
Editing their details
Adding next of Kin
Adding Staff documents
Do you have a lot of staff and clients to enter?
If you have a number of staff and clients to enter into ShiftCare, please contact us and we can provide you with spreadsheet templates to complete.
Send the completed templates back to us and we'll upload them into ShiftCare to save you all that typing!
Optional Related Articles
Creating Client Profiles in ShiftCare
Before assigning Carers, creating Teams or creating schedules, you must have your Client data entered into ShiftCare.
In the following task, we'll take you through:
Adding a new Client
Adding Client Demographic Details
Uploading a Client photo
Creating additional contacts
Additional Settings & Information
Adding Funds to Client profiles
Client Fund Management
Fund management allows you to keep track of the client's NDIS fund balance by subtracting invoiced amounts from the fund amount you entered. Entering client fund details is optional. The balance of the fund (whether positive or negative) will not affect your ability to roster additional shifts for you clients. It's simply a guide to give you an estimate of the remaining funds available.
Optional Related Articles
You've completed Step 3
Step 4 - Scheduling/Rosters
Getting Started with Scheduling
The scheduler interface is a critical tool to enable simple communication between staff, admin and clients. In the following guide, we go through some of the essential features to help you navigate and schedule with ease.
When changes occur in a business you need to easily edit individual shifts in scheduler. In this step, we'll be covering:
Basic Edit View - edit: Client; Time & Location; Carer; Instructions.
Advanced Edit View - in addition to above, edit: Multiple Clients & Carers, Type of shift, Tasks, Split shifts.
Scheduling Split Shifts - charge different rates for the same shift
Client schedules can vary throughout the shift. To allow for simple scheduling the roster can be split one or more times to allow for multiple activities with different pricing. To split a shift advanced edit mode must be used. The functionality will be explained through creating a new shift, although you can edit an existing shift in the exact same way. This guide will run you through:
Creating a new shift
Splitting the client roster
Common issues with carer to client ratio and solutions
Creating recurring shifts is a great way to save time when scheduling. A recurring shift is defined as a shift that is for the same carer and client, at the same time of the day, duration and location, that occurs on two or more different days. Shifts at different times, and for different carers are considered unique shifts.
Need to extend or change a recurring shift?
A recurring shift which is reaching its last 20% of allocated time will be shown in the Scheduler with a grey recurring symbol.
You can easily change the end date of a recurring shift to extend the program end date. Click here to find out how to extend a recurring shift.
If you need to edit the pattern of a recurring shift, rather than deleting the recurring shift and creating a new one from scratch, you can copy the existing shift and modify the recurrence.
How do I copy shift details to a new shift?
When creating a new shift, you can easily copy the details from a previous shift to the new one. Great for when you have complex split shifts, tasks and instructions contained within your shifts.
Here we'll guide you through the steps and components that you will need to successfully roster a sleepover or night shift, and refer to some tips and tricks to correctly set up pay group times, sleepover allowances, and shift types for a sleepover or 24 hour shift.
In this task, we'll cover:
Shift types: Sleepover or night shift
12am threshold for pay groups and standard scheduler shifts
Rostering a sleepover shift in scheduler
Need to schedule breaks?
Click here to find out the impact of adding break times to a shift
Additional Scheduling Resources
We have over 20 additional articles to help you with all your scheduling needs. Our comprehensive Help Centre covers all you need to know from the basics in generating shifts, through to advanced features such as managing attendance and shift costs.
You can access our full collection of Scheduling articles here. As always, if you have any questions on scheduling, please reach out via our online chat channel or email our Support team for further assistance - we're here to help!
You've completed Step 4
Step 5 - Introducing the ShiftCare mobile app to your Staff
The Carer's Guide to all things ShiftCare
When you're ready to unleash ShiftCare on your staff, we recommend sharing our comprehensive collection of help articles which will explain everything from downloading the ShiftCare app onto their phone, right through to adding client notes, logging mileage, clocking in and out of shifts and more.
To view our complete collection of articles click here, or you can copy the link below and email it to your staff so they have all the information they need.
Can I perform Admin functions on the mobile app?
The mobile app is not designed for performing Admin functions such as scheduling. If you're an Admin out in the field, you can perform these functions using an iPad or similar device by logging into the ShiftCare web portal using your device's browser (Chrome or Safari for example), and logging into app.shiftcare.com
You've completed Step 5
Step 6 - Generating Time-sheets
Generating Time-sheet Reports
As we covered setting up time-sheet sync with Xero in the Pay Groups section above, we'll now move on to how to access, view and verify carer time-sheets as well as quickly approve or reject all shifts.
Missed our Time-sheet and Payroll webinar?
For a detailed look into time-sheets and payroll, check out our webinar article here.
What if a Staff member forgets to clock in or out?
If a staff member forgets to clock in or out, the time-sheet will automatically pickup the shift attendance based on the allocated time of the shift. Alternatively, staff are able to add a note to the shift to advise of their correct clock in and clock out time which can be easily confirmed when reviewing the carer's time-sheet.
Automate clock in and clock out approval
Based on successful clock in/out times you can set time-sheets to be automatically approved based on an attendance threshold.
Troubleshooting Xero times-sheet sync issues
Below, we've listed a few tips to help you with some common Xero sync issues.
Failed to create Xero timesheet
If you receive the above error, the first thing to do is make sure all employee emails match within ShiftCare and Xero. Xero will use the email address in ShiftCare to match with the records in Xero.
To check which staff member is causing the issue, you can individually sync each staff member's time-sheet to Xero from the ShiftCare Time-sheet Report. You will receive an error if the staff member's email does not match in Xero.
Pay period did not match Xero
If you receive the error:
"A validation exception occurred. Provided period doesn't correspond with a pay period"
Please check the pay period dates are identical in both systems.
Pay Item not found
You can get this error for a number of reasons. We will go through some of the common ones here:
If you have changed or updated pay items within Xero, they should be updated within ShiftCare as well. If not, Xero will complain with a 'Pay Item not found' error. You can follow steps here to re-sync Pay Items from Xero within ShiftCare.
Pay Group may have been incorrectly assigned to staff. If a given Pay Group does have Xero Pay Items mapped, then sync will throw this error too. In this case, review your Pay Group settings to ensure that Pay Items are correctly mapped.
Pay Items may have an effective date in future. This means that the system is unable to pickup any Pay Item for a given shift. Moving the effective date well into past can fix this issue.
Pay Group may have missing time gaps. This is one of most common mistakes. It is quite easy to overlook time periods for which there is no Pay Item set. For example, in the image below there is no Pay Item mapped for 12am to 6am on weekdays. If staff have a shift finishing before 6 am, it will lead to the above error during time-sheet sync.
What if I need to make changes to the draft time-sheet in Xero?
If you find that the information that has been sent from ShiftCare to Xero needs to be updated then please first delete the draft time-sheet which has been created in Xero for your staff member during the sync process.
You've completed Step 6
Step 7 - Generating invoices & NDIS claims with PRODA
Please note this section applies to ShiftCare Pro and Premium Plans.
Choose who the invoice is addressed to
When raising an invoice it's possible to automatically have it addressed to the client's Additional Contact (for example a Service Provider).
Bulk Invoicing is ideal for when you have a lot of clients to bill for a multiple shifts, such as at the end of a billing cycle. Use the Bulk Invoice wizard to quickly create and send invoices to all of your clients.
How do I void an Invoice?
If you've generated an invoice and need to change details of a shift such as timesheet or client billing items, you will notice that the shift is locked as it's been marked as invoiced. To make changes you must void the invoice in order to make changes to the shift, then re-generate the invoice.
Exporting Invoices to Xero
Once your invoices have been generated, you can export the information for direct upload into Xero. The task below will take you through this step-by-step process.
NDIS bulk claims
You can easily generate bulk claims for the services you provide by using the NDIA's PRODA portal. This task will show you how to generate your PRODA bulk claim file and upload it using the NDIA's web portal.
Importing NDIA/NDIS payment receipts
Once you've submitted your PRODA bulk claim, you can import the NDIA/NDIS payment receipt into ShiftCare to mark your invoices as paid.
Missed our Invoicing webinar?
For a detailed look into getting started with invoicing,
Find out more...
Click here to view our comprehensive library of Invoicing articles
Step 8 - Generating Reports in ShiftCare
What Reports are available in ShiftCare?
ShiftCare offers a range of tailor-made reports to let you review your organisation's overall workflow. For a full list of all the reports available in ShiftCare check out our comprehensive range of Help Centre Report Guides.