The Split Funding feature allows organisations to configure a client’s funding into customisable periods with flexible amounts.
This ensures accurate budget management for long-term contracts and allows unused funds to carry over automatically from one period to the next.
This guide includes:
Enabling Split Funding
To start using split periods, you must first enable Advanced Fund Management.
Navigate to Account > Settings.
Scroll down to the 'Advanced Fund Management' section and toggle it on.
A confirmation pop-up will appear. Click 'Enable Feature' after reviewing the terms.
Once this is active, the system will display all split-funding-related fields and workflows.
Important: Opting into split funding is irreversible once enabled.
Creating and Updating Split Funds
When creating or updating a fund, users can enable split funding and customise amounts.
Navigate to Clients > List > select a client.
Scroll down to the Funds section and click 'Add Fund' or edit an existing fund.
Tick the 'Enable split funding periods' checkbox. Make sure the fund already has a total amount and start and end dates. This will open the split funding period table.
If split funding is enabled:
The system will automatically divide the total fund amount evenly across periods.
Periods will be generated based on the fund start and expiry dates.
For example:
A 12‑month fund will generate 12 periods
A 3‑year fund will generate 36 periods
You can fully customise these periods to suit the client's agreement. You are able to:
Adjust the number of periods: Use the arrow buttons to manually add or remove periods, or click the 'Add period' button to add a period. The system will attempt to evenly space the periods across the fund's duration.
Change date ranges: Click 'Edit' to manually set the start dates for each period and click 'Confirm'. The start date for the first period cannot be changed.
Change amounts: Click 'Edit' to set specific budget amounts for each period and click 'Confirm'. You can change the amount for the first period.
Click 'Save'.
Validation Rules
Validation errors will occur if:
The combined amounts of all fund periods do not equal the total fund amount.
The final fund period starts after the fund expiry date.
A fund period is shorter than one day.
Fund Depletion and Carry-Over Logic
A key benefit of Split Funding is that unused balances are carried over to the next period automatically. Here is an example scenario:
Fund terms:
1 January to 31 January: $1,000
1 February to 28 February: $1,000
Outcome:
The January period has $100 remaining (90% depleted)
The February period effectively starts with $1,100, as unused funds roll forward
If a $250 shift occurs in February:
$100 is taken from the January period (fully depleting it)
The remaining $150 is taken from the February period
Depletion Hierarchy
When determining which shifts deplete funds first, the system uses the following priority order:
Fund period: Shifts in earlier fund periods are processed before later periods.
Invoice payment status: Paid invoices are processed before unpaid invoices.
If Shift A is on a paid invoice and Shift B is on an unpaid invoice, Shift A is processed first.
Invoice issue date:
If both invoices are paid, the earlier-issued invoice is processed first.
If neither invoice is paid, the earlier-issued invoice is processed first.
If Shift 1 hasn’t been invoiced and Shift 2 has, then Shift 2 will be processed before Shift 1, even if Shift 1 occurred earlier than Shift 2.
Chronological order: If shifts are part of the same invoice or are not invoiced, they are processed based on start and end times.
This hierarchy ensures invoiced shifts are prioritised for funding.
Note: The system now uses Invoiced Amounts (including taxes) for depletion if available, ensuring your fund balances reflect exact billing rather than just estimated shift costs.
Notifications
ShiftCare helps you stay on top of fund budgets with automated emails.
Insufficient Funds
If a shift cannot be fully covered by its associated fund:
The shift will be marked as insufficiently funded.
A daily email notification will be sent if any shifts are insufficiently funded.
Insufficient funding checks are triggered:
During scheduled balance aggregations (every 6 hours)
When the Reports > Fund Balances page is accessed
If funding is later increased or earlier shifts are removed, affected shifts will automatically be reclassified as sufficiently funded.
Low Balance
A fund term is considered to have a low balance when:
The current fund period’s balance drops below 50% of its original amount
Funds without periods fall below 50% of their starting balance
A daily email notification is sent when low balance funds are detected.
You can disable these email notifications by navigating to your Staff Profile and unchecking 'Low fund balance' or 'Insufficient shift funding' in your Subscribed Email Categories. For more detailed instructions on managing your notification preferences, please read this article.
Selecting Funds in the Scheduler
When scheduling shifts:
Shifts cannot be created outside a fund’s start and expiry dates.
Recurring shifts cannot extend beyond a fund’s expiry.
If multiple funds are applied, the earliest fund expiry is enforced.
Only funds that are active on the shift date (not expired) are selectable.
The displayed balance reflects the latest aggregated balance, updated every 6 hours.
Fund Balance Aggregation Frequency
Fund balances under split funding are recalculated at regular intervals.
Aggregation schedule for the UK region:
2:00 am
8:00 am
2:00 pm
8:00 pm
All other regions (including Australia):
4:00 pm
10:00 pm
4:00 am
10:00 am
These scheduled computations ensure balances remain accurate across shifts, invoices and fund periods.
Fund Balances Report
The Period column has now been added to the Fund Balances Report, which can be accessed from Reports > Fund Balances.
Key behaviour:
All fund periods that have occurred up to the end of the selected reporting range will be displayed.
If a fund contains 12 periods but only 6 have been active by the report end date, only those 6 periods will appear.
Funds without fund periods will be shown as having one period.
For further assistance with Managing Split Funding Periods, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.