To access your settings, on the left menu, go to Account > Settings

Below we will explain each section, to change any setting, you will need to click on the Edit button that is on the top right of each section box.

Logo

This is where you set your company logo, it will appear on invoices and other documentation. You can either click and drag a file into the window, or click to choose the logo from your computer.

Company

  1. Name - You can Set and Edit your organisations Name. This will show on Invoicing and reporting.

  2. Carer Invitation Link - This can be used to send to staff to sign up to your organisations ShiftCare account. More information here

  3. SMS Sent Since - This will show you information on how many SMS you have sent through ShiftCare since your last monthly reset. There are many ways you can send SMS's in ShiftCare - This Search will show you them

Notes Permissions

  1. Allow Note Edit - This is a global setting to stop anyone (Both Admin & Carers) from being able to edit notes that have been submitted. More information here.

  2. Hide Client Notes - This will hide client notes and documents to carers through the app if they haven't had a shift with that client in x days - this is to prevent carers seeing notes of clients they no longer care for.

Shift Types

This is where you can edit and add your Shift Types - see here for a detailed explanation.

Scheduler

  1. Timezone - Set your account Timezone up here. Note that careers and admin should all be on the same timezone, or you will have issues with Clock in/Out times.

  2. Client Types - This controls the available client types you can set on clients in their profile. Currently this can be used to filter the List page for Invoices when exporting or printing them as well as in the raw data export for the cost breakdown report. As areas of the software are upgraded in the future more reports and functions will use this filter.

  3. Minute Interval - This sets the interval used when creating shifts and setting the times - default is 15

  4. Pay Run - This will set the duration of your timesheet reports to either be weekly or fortnightly. You can also set the starting day of your pay run when you first run your payrun to correctly set your timesheet and calendar to match your weekly pay run cycle.

  5. Communication Mode - This is a legacy setting that can no longer be changed. Can be ignored.

  6. Carer Can Manage Shifts - This is a premium only feature, where carers can create and manage the shifts they create in the app. More details of this feature are available here.

Invoices

  1. ABN - Enter your company's ABN here, it will appear on invoices you print/send from ShiftCare

  2. Address - Enter your business address here, it will appear on invoices you print/send from ShiftCare

  3. Phone - Enter your business number here, it will appear on invoices you print/send from ShiftCare

  4. Payment Terms - This is a free text box that will appear on invoices you print/send from ShiftCare - you can also use this box to enter your bank deposit details if needed.

  5. Contact Email - Enter your business email here, it will appear on invoices you print/send from ShiftCare

  6. Email Message - This is the message that will send with emails when you manually send an invoice to a client from the invoice. To edit the message you send for automatic emails, see this document.

  7. Payment Rounding - This will effect if an invoice will show as "Paid" even if the payment assigned was less than the full amount, but within 10 or 100 cents. More information here.

  8. NDIA Provider Number - Enter your NDIA provider number, this will appear on the export for NDIA proda payment requests.

  9. Cost Calculation is based on - If a shift carries over 2 or more billable price periods, you can choose to by default charge the entire shift on the price for the first hour of the shift or the last hour of the shift. Alternatively you can edit the shift and split the price book within the shift to have it accurately charge each hour.

  10. Cancelled By Client Label - This will replace the usual shift details on the invoice with the text you enter into the box. This will help make it clear to the client the shift was cancelled but still charged due to late notice.

  11. Invoice Item Default Format - Each charge on invoices will follow this format to itemise your invoice. You can modify the order or wording as you need, note this is a global setting and can't be done per price book or shift. More information on how to edit this field is here.

Time & Attendance

  1. Enable unavailability - Toggle whether carers are able to add unavailibility via the app. More information on how they can add unavailability here.

  2. Unavailability notice period - This is the number of days notice before staff can put unavailability in. This will avoid any last minute issues.

  3. Clock in location check - Toggle this functionality on/off - more information about how location check works is here.

  4. Attendance threshold in minutes - This is related to approval of Timesheets. If staff clock in/out within this threshold, the shift can be auto approved using the feature below (Auto Approve shift) - and if manually approved, it will use the rostered times for timesheets. More information available here.

  5. Auto approve shift if clockin/out were successful - Toggle this functionality on/off - more information on Auto approving and the threshold here.

  6. Timesheet precision - This will alter the timesheet report and how many decimal places are shown for time.

  7. Pay rate is based on - This setting will effect how your payroll is reported on - if a shift carries over 2 or more pay levels, ShiftCare will only calculate one pay point, based on the rate at the time at the start of the shift or the end of the shift, depending on what you chose here.

  8. Clockin alert - This setting is used in conjunction with the alert message underneath. If turned on, when a carer clocks in, an alert will show on the phone, with the message underneath displayed. More information here.

  9. Clockin alert message - As described above, when clockin alert is turned on, this message will display to carers. More infomation here.

  10. Payroll Software - This is where you will set the payroll software you use. This changes ShiftCare settings for pay items and allowances and timesheets based on your choice. See the following guides for more information:

    Xero

    Myob

    Quickbooks/Keypay

Client public information headings

If there is information about a client that would be useful or important for your staff to know, but may not be documented in a client's care plan or if a client doesn't have a care care plan (E.g: pets the client may need assistance taking care of, client's preferences, client's disabilities), you can capture this information in the Public Information section on the client's Details page.

More information on how to use this feature is available here.

Notes Heading

You can set up a standard template for your progress notes to prompt staff on what information should be included in the notes, if you are on the Professional or Premium plan you will also be able to set up standard templates for your Incident, Feedback and Enquiry notes as well.

More information on how to use this feature is available here.

Client document categories

Expand the options for Client document categories, Carer competency & qualification categories, Report headings, Shift types, Client types

More information on Categories available here.

Carer competency & qualification categories

Expand the options for Client document categories, Carer competency & qualification categories, Report headings, Shift types, Client types

More information on Categories available here.

Report headings

Expand the options for Client document categories, Carer competency & qualification categories, Report headings, Shift types, Client types

More information on Categories available here.

Public Holidays

This is a list of public holidays used when processing payroll. If you need to edit or add additional days you do that here. More information on how to edit available here.

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