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NA Onboarding - Session 1: Settings, Prices, Forms, Clients, Staff, and Scheduling Basics

This guide outlines Account Settings, Prices, Forms, Clients, Staff and Scheduling Basics as part of our Onboarding Sessions.

Written by Dimas Triaji

Topics covered in this guide:

Next Guide: NA Onboarding - Session 2: Dynamic Scheduling, Timesheets, and Invoicing.

Key Topics

1. Account Settings

Configuring up your account settings in ShiftCare is key to ensuring your instance of ShiftCare caters for your business needs.

💻 Accessing Account Settings: On the left menu, go to Account > Settings.

Resource: 📖 Help Centre Guide

While setting up your account, here is what you can configure and set up:

  1. Adding your Company Logo

    1. This is where you set your company logo, it will appear on invoices and other documentation.

  2. Completing your Company Profile

    1. This includes your organisations Name, Country, Carer invitation link and SMS Sent count.

  3. Configuring Note Permissions

    1. Ability to configure note permissions.

  4. Setting up Shift Types

    1. This is where you can edit and add your Shift Types.

  5. Configuring your Scheduling settings

    1. This includes the configuration of Timezone, Client Types, Shift Minute Intervals, Pay Run selection, ability to toggle Shift management by Staff, and ability to share client information with Staff.

  6. Invoice Settings

    1. Configure your invoice ABN, Address, Phone, Payment Terms, Contact Email, Email Message, Cost Calculation, Cancellation by Client label, Invoice Item Default format.

  7. Time and Attendance Settings

    1. Configure your Unavailability settings, Clock in location check, Shift Attendance threshold, Timesheet auto approval, Timesheet precision, Pay Rate settings, Clock in alert and messages and your Payroll System.

  8. Client Public Information headings setup

    1. Create and manage useful headings for your clients information.

  9. Notes Headings

    1. Create and manage headings for your notes including progress notes, feedback, incident and enquiries.

  10. Client Document categories

    1. Configure your document categories for your clients documentation.

  11. Carer competency & qualification categories

    1. Configure your document categories for your staffs competency and qualifications.

  12. Report Headings

    1. Configure your Staff Compliance, KPI, and Other document categories.

  13. Public Holidays

    1. Configure your public holidays.

2. Prices

We have Pricebooks to make invoicing easier for all ShiftCare users. Pricebooks are compilations of prices that you charge clients (not the amount you pay for staff).

💻 Accessing Prices: On the left menu, go to Account > Prices.

📖 Here is a detailed guide that covers the below as you setup your pricebooks:

  1. Creating a price book

  2. Adding prices

  3. Editing prices

3. Forms

Forms are a powerful feature and help capture important Client, Shift and Staff information.

💻 Accessing Forms: On the left menu, go to Forms.

Our 📖 detailed guide covers the following key Form functionality:

  1. Creating Forms

  2. Form Templates

  3. Assigning Forms to Clients, Staff and Teams

  4. Reviewing Forms including approval processes

4. Client Profiles

Before assigning carers, areas, and generating schedules for clients, client profiles must first be set up on the platform.

💻 Accessing Client Profiles: On the left menu, go to Clients.

When creating New Client Profile please ensure to complete key demographic information, additional contacts, further settings (e.g. roles, teams), client information, documents and any other relevant information.

Resource: 📖 Help Centre Guide

5. Staff Profiles

It is essential to create Staff profiles prior to ensure you can assign shifts to your team.

💻 Accessing Staff Profiles: On the left menu, go to Staff.

When creating staff profiles ensure to complete key information such as demographic information (e.g. name, email, phone number, address), selecting roles and sharing invitation links.

Resource: 📖 Help Centre Guide

6. Scheduling Basics

Now its time to create some Shifts via our Scheduler!

💻 Accessing Scheduler: On the left menu, go to Scheduler.

When creating a Shift, ensure the following sections are filled out:

  1. Client

  2. Staff

  3. Pricebook

  4. Shift Type

  5. Time & Location (including Date and Time)

  6. Shift Instructions

Resource: 📖 Help Centre Guide

These are key steps prior to onboarding session 2:

  1. Configuring your Account Settings

  2. Creating your Clients, Staff, and Pricebooks

  3. Creating and assigning Forms

  4. Creating your first few basic Shifts

In the next guide we will cover your day-to-day functionality which includes Dynamic Scheduling, Timesheets, and Invoicing.

Related Articles
Setting up Price Books and Prices (NA)
Onboarding - Session 3 Guide: Linking Payroll System, Timesheets and Invoicing
NA Onboarding - Session 2: Dynamic Scheduling, Timesheets, and Invoicing
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