ShiftCare now allows you to assign multiple price books to each client. This means you can streamline shift setup by having assigned price books appear at the top of the selection list when creating a shift for that client.
You can also configure these price books with detailed usage settings, including funding limits, expiry alerts, and more.
Assigning Price Books to a Client
Go to Clients > List in the sidebar menu.
Click on the name of the client you want to assign price books to.
On the Details page, go to the Price Books section and click 'Manage Price Book'.
In the pop-up window, select the checkboxes next to all the price books you want to assign. Click the circular option button next to the price book you want to set as the default (the first price book is automatically assigned as the default). This price book will be auto-selected when creating a shift.
Click 'Assign'.
You will now see the assigned price books listed on the client’s page, with a check mark next to the default.
Configuring Assigned Price Books
Once price books have been assigned, you can configure their usage and billing rules.
On the client's Details page, scroll down to the Price Books section.
Click 'Configure' next to the price book you want to set rules for.
In the pop-up window, fill in the configuration fields:
Funding Source: Specify the source of funds for this price book.
Payment Type: Assign a payment type for this price book (e.g. plan-managed, self-managed, etc). Learn more about payment types and split invoicing here.
Client Authorization Number (NA): Enter the required number for programs such as Veterans Affairs Client Authorizations.
Start and Expiry Dates: Define the date range when this price book is active.
Expiry Alert: Choose how many days in advance you want to be notified before the price book expires.
Limit (Hours) /Authorized Amount (NA): Set a usage limit based on the number of hours.
Frequency: Select whether the limit applies on a weekly or monthly basis.
Threshold Alert: Add an alert for when a certain percentage or number of hours of the limit is reached.
Click 'Save' to apply your settings.
When a shift that exceeds the limit is rostered, you will receive the following pop-up:
When you create a new shift for the client, the default price book will be selected automatically (unless your organisation has disabled this feature; see below). All other assigned price books will appear at the top of the list for easy selection.
To learn how to generate separate invoices for a client with multiple payment types (plan-managed, self-managed, etc), read this article.
Restricting Price Book Selection to Assigned Price Books
When creating a shift, you can configure your settings to select only from the price books that are explicitly assigned to a client.
Go to Account > Settings.
Click 'Edit' in the Scheduler section.
Toggle on 'Display only pricebooks assigned to client on shift creation' and click 'Save'.
When enabled, only the price books assigned to the client will be visible for selection during shift creation/editing.
Please make sure each client has at least one price book assigned; otherwise, you won’t have a selectable price book when creating shifts for that client.
Preventing Auto-Selection of Default Price Books
By default, ShiftCare automatically pre-fills a client's Default price book when you create a new shift. To prevent shifts from accidentally being billed under the wrong price book, Admin users can disable this auto-fill feature.
When this setting is enabled, the price book field will start completely blank on new shifts, requiring the scheduler to choose the correct price book.
Navigate to Account > Settings from the sidebar menu.
Go to the Scheduler section and click 'Edit'.
Toggle on 'Don't auto-select a pricebook on shift creation'.
Click 'Save'.
When creating a new shift (via the Quick Shift popover or the full drawer), the price book field will be blank.
If you attempt to save a shift without selecting a price book, a warning pop-up will appear, blocking you from saving the shift.
This only applies to newly created shifts. Editing an existing shift will never blank out an already-set price book, and shifts created from shift templates will still preserve their template settings.
For further assistance with Client Pricebooks, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.