The Facilities feature allows you to manage physical locations (such as community centres), assign shifts to specific sites, and attach compliance documents that staff can access via the app.
📝 Note: The Facilities feature is available for Premium account holders only.
Creating a Facility
To add a new facility to your account:
Navigate to Facilities in the sidebar menu.
Click 'New Facility' in the top right corner.
Enter the required details:
Facility Name
Facility Description
Facility Property Type (Provider Owned or Rented)
Facility Type (SIL, Group Home, School, etc.)
Maximum number of Clients and Staff Members
Facility Address
External ID (e.g. to map the facility to your external payroll system)
Click 'Submit'.
You will now be able to enter further Facility Attributes.
Attributes are currently informational only. Further updates to this feature will improve its functionality.
Other Details
You can enter facility details by navigating through the tabs.
Operation Days and Hours: Add operating hours for each day of the week. Click '+ Add More' for additional fields, and click 'Save' when you're done.
Closures: Add any closures, if applicable. Click '+ Add More' for additional fields, and click 'Save' when you're done.
Staff/Team: You can assign staff members and teams to the facility. Choose staff members/teams from the dropdown menu and click 'Add to Facility'.
Clients: You can assign specific clients to the facility. Select clients from the dropdown menu and click 'Add to Facility'.
Forms: You can attach forms to the facility. When a shift is created at this facility, these forms will automatically be assigned to the shift. Select a form from the dropdown menu and toggle 'Mandatory' on if you require staff to complete it before clocking out. Click '+ Add More' for additional fields, and click 'Save' when you're done.
Attachments: You can attach relevant documents to the facility by clicking the upload button or dropping the file to upload. Click the file name to edit it, and toggle 'Attach to Shift' on or off. You can also download the file by clicking the download icon.
Task List: Attach tasks to the facility. Click '+ Add More Task' to add another field, and click 'Save' when you're done.
Sub Facilities
Click '+ Add Sub Facility' to attach a sub facility. This will open another Details page for the sub facility.
Scheduling Shifts in a Facility
When creating a new shift, you can easily assign it to a Facility.
Open the scheduler and create a new shift.
Select the Facility from the dropdown menu.
When you select a facility, you have full control over the shift's location address. Click 'Add facility' to retain the client's original shift address (ideal if you only need to associate the facility with the shift).
Click 'Add facility and update shift address' to update the address to match the facility's location.
Fill out the rest of the shift as usual.
Click 'Save'.
Facility Forms on Shifts
If you attached forms to the facility during setup, they will automatically appear in the shift details drawer (Advanced Edit).
If a form is marked as mandatory, staff will be blocked from clocking out until the form is submitted.
If an admin user adds a new form to a facility after a shift has already been created, a notification indicator will appear on the shift drawer alerting you that a new form has been added. If you edit or update the shift's facility, any previously completed forms/responses are preserved.
Scheduler Views and Filtering
You can now filter the Scheduler (in Client or Staff view) by Facility to make managing multiple locations easier. The facility filter will display all clients and staff associated with a facility, not just those with currently scheduled shifts
Click the filter panel in the top menu bar and go to the Facilities Tab to show shifts only for a specific site, or select 'All Facilities'.
This is currently available in the Daily, Weekly, and Fortnightly views.
Switch to the Facility View in the Scheduler to see the roster organised by location.
You can filter the Scheduler by Facility name, status, shift type, and date.
You can also create a new shift for the Facility here.
You can view this by Daily, Weekly, or Fortnightly formats.
To print the facility roster (or save as PDF), click the three vertical dots in the top right corner and select 'Print Calendar'.
Filtering Timesheets by Facility
To assist with payroll, you can now filter Timesheets by Facility.
Navigate to Timesheets > List.
Click the Facilities filter dropdown menu and select one or more facilities (including sub-facilities) to view relevant timesheets.
Mobile App Access
Staff members rostered to a facility shift can access relevant documentation directly from their mobile phone.
Open the shift to access the Shift Details page and tap the 'Documents' menu.
A list of the attached facility documents will appear.
For further assistance with Facilities, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.