Before assigning carers and generating schedules for clients, you must first add client data to ShiftCare. The Client Profile stores all demographic, contact, and care-related details for each client.
Adding a New Client
Click the 'Clients' tab in the sidebar menu. This will open a submenu, where you can click 'New Client'.
Enter the client’s name and date of birth, which are required fields. If you prefer not to record the exact date of birth, you can use today’s date.
Demographic Details
ShiftCare supports region-specific health identification numbers:
Australia (AU): NDIS Number, Medicare Number
United States (US): Social Security Number (SSN), Medicaid Number, UCI Number
Canada (CA): Health Card Number, Social Insurance Number (SIN)
United Kingdom (UK): National Insurance Number, NHS Number
Joined Date: The date the client joined your organisation. This field can be edited.
Created At: The date and time the client profile was created. This field cannot be edited.
Next Review Date: Add a review date to track important milestones. Review dates can be monitored by navigating to Client > List.
Name
Display Name (required)
Person Alias
Gender: How the client describes their gender identity (in their own words or from a country-specific standard list)
Sex: Observed biological/physiological classification
Primary Address: Must be recognised by Google Maps
Other Address: Must be recognised by Google Maps
Preferred Contact Method: Mobile, Phone, Email, or Secondary Email
Mobile and Phone Numbers
Primary and Secondary Email Addresses
Religion
Marital Status
Sexuality
Nationality and Ethnicity
Place of Birth
Date of Birth (required)
Languages
Client Status: Tick the box if the client is a prospect
Teams: Read this complete guide on Teams
Click 'Create' after filling out the necessary sections, and you will be routed to the client's profile page.
Click 'Edit' to revise sections in the client's profile page.
Click 'Update' after making any changes.
The client’s name and date of birth are required fields. Other details can be added or updated later.
Profile Photo
Click the camera icon in the photo section to upload a client photo.
You can drag or upload multiple images if needed.
In the 'Choose Profile' section, select the image you’d like to use as the profile photo (delete images using the trash bin icon). Click 'Done' after choosing the photo.
Additional Contacts
Click 'Add' under the Additional Contacts section to record family members, plan managers, billing contacts, or healthcare professionals.
A pop-up window will open with sections to fill out, including contact details and the person's Relation Category (Healthcare Team, Family/Friends/Social, Legal/Professional, Other).
Selecting a Relation Category lets you choose an appropriate Relation type (e.g., GP, parent, support coordinator).
Contacts with the same Relation Category will be grouped together.
Use the Preferred Contact dropdown to specify how the contact wants to be reached (Email, Phone, or Mobile). You can select multiple methods to ensure a streamlined update process.
You can designate the contact as a Primary Contact, Billing Contact, Emergency Contact, or Next of Kin by ticking the corresponding checkbox (you can select more than one option per contact).
Ticking the Billing Contact option ensures invoices for the client are automatically sent to this person.
From here, you can click 'Invite to Family Portal' to give the person access to ShiftCare's Family Portal feature. Learn about Family Portal in this guide.
Teams and Incompatible Staff
Click 'Edit' in the Teams section to attach (or remove) a team to the client and add or remove an incompatible staff member.
Preferred or qualified carers can be grouped into a Team and attached to the client’s profile. Learn more about attaching teams to clients in this guide.
Incompatible staff members are excluded from shift assignments and job board notifications for a client. Learn more about assigning incompatible staff members in this guide.
Click 'Update' after making the necessary changes.
Settings
Click 'Edit' in the Settings section to edit key identifiers and configuration options that affect billing and scheduling.
Here are the sections you can configure:
Aged Care Recipient ID / Client ID: Appears on invoices and client lists.
Reference Number: For internal tracking requirements.
Custom Field: Any additional information about the client.
PO Number: For internal tracking requirements.
Client Type: Select the appropriate option based on the services you are providing to the client (e.g., Self-Managed, Plan-Managed, etc.). You can customise this list.
Share Progress Notes: Allows multiple carers assigned to the same client to view notes from previous shifts.
Enable SMS Reminders: Enables or disables SMS shift reminders. Please note that there are costs associated with sending SMS messages.
Invoice Travel: Includes recorded travel in client invoices.
Mileage Cap per Shift: Sets a maximum travel distance for mileage verification.
Support at Home: Tick this box to enable SaH for the client. Read this complete SaH guide for more information.
Client/Family Portal users receive notification of staff change within 24 hours
Here are the additional settings for NA accounts:
Medicaid ID
Alt Medicaid ID
Sync to EVV: Toggle on to sync the client to EVV
Click 'Update' after making the necessary changes.
The NDIS Number, Aged Care Recipient ID, Reference Number, and PO Number will be displayed on invoices created for the client.
Funds
Funds must be set up before managing client billing or scheduling shifts. To add funds, click 'Add Fund' in the Funds section and complete the required fields.
You can set a fund as the default if it will be used most often. Click 'Save' once all fields are filled.
Multiple funds can be added by clicking 'Add Fund' to add an additional line. Learn more about funds management in this guide.
General Client Info (Shared Access)
The General Client Info section allows you to record information that will be visible to any staff rostered with the client through their ShiftCare mobile app.
Use this to document preferences, assistance needs, or special notes (such as pets) that are not covered by the care plan.
General Information is a free-text field that allows you to type details in a non-structured manner. This is for information that may not fit in one of the defined headings below. Click 'Edit' to fill out the information box.
Need to Know Information and Useful Information are structured fields with predefined headings. Click 'Add' in the corresponding section and select the heading you want to include in the client's general info.
Headings are set up in your Account Settings.
Additional Information
This section allows you to add private notes about the client. Click 'Edit' to add the information.
Private information can only be viewed by office staff and is helpful for rostering and shift planning. On the Scheduler, this information will be displayed with an eye icon with a line through it.
When you're done adding additional information, click 'Update'.
Care Plan Goals
Clicking 'View All' will route you to the client's 'Goals' page. Read this guide to learn all about managing care plans and goals.
Medical History Tab
A dedicated Medical History tab on the client's profile allows you to structure and track their health background, past procedures, and critical allergies.
You can add, edit, or delete items within three specific subsections:
Medical History - Conditions: Click 'Add Medical History' and enter the Date of Diagnosis, Condition Name, Description, and Current Status (Active, Resolved, Monitoring, Unknown).
Past Medical Procedures: Click 'Add Past Procedures' to record past surgeries, implants, treatments, and hospitalisations, including the date of the event and a description.
Allergies: Click 'Add Allergies' to record the allergy name, reaction description, and date it was identified. You must specify the Severity, which gives you the option to type out the Emergency Plan (a medication record can be added to severe allergies).
To ensure safe prescribing, a client's active allergies will also automatically display in a sidebar when you are viewing or editing their Medication Plans.
All changes made to a client's Medical History are tracked in an Activity/Change Log when you view or edit an entry. You can also click the export button on each section to download the medical history as a CSV file for compliance reporting.
Documents
Click 'View All' to see a list of documents attached to this client.
From here, you can upload new documents by clicking 'Upload Files'.
You can also access this page by navigating to Clients > Client Name > Documents.
Associated Forms
Click '+ Attach Form' to assign forms to the client. Read this guide to learn about this process.
Invoices
Clicking 'View All' will route you to the Invoices > List page, which displays all the invoices for the client.
To generate new invoices, navigate to Invoices > Generate from the sidebar menu. Read this guide to learn how.
Support Needs and Risk Profiling
To support comprehensive care planning and compliance, you can build a highly detailed profile of the client's risks, environment, and physical needs.
You can fill out the following expandable sections:
Support Needs: Free text and multi-select fields detailing what is important to the client, their wellness, support needs, known triggers, and likes/dislikes.
Care Review: 20 risk-scored fields (medical support, bathing, oral hygiene, toilet, nutrition, skin, etc.) alongside physical details like dietary requirements or whether they can handle their own finances.
Risks and Issues: 15 highly specific risk areas with a manual overall risk score. These fields utilise a 1-5 risk scoring system (very low to very high) to calculate overall risk levels and feed data into AI Insights.
Environmental Details: Details their living arrangements, house challenges, fall prevention, housekeeper support, and pets.
Psychological Details: Risk-scored fields tracking mental health, motivation, sleep, and medication knowledge.
Sensory Details: Assesses vision, speech, hearing, and mobility status, as well as necessary communication aids and assistive devices.
Client BMI (Body Mass Index)
A dedicated section allows you to record and track the client's physical metrics.
Toggle between Metric (kg/cm) or Imperial (lbs/in).
Select the client's Weight and Height from the dropdown menus.
The system will automatically calculate and display the client's BMI and Classification (Underweight, Healthy Weight, Overweight, or Obese).
Price Books
Click 'Manage Price Book' to assign price books to the client.
Tick the checkboxes of all price books related to the client, and select the default option if needed. Click 'Assign' when you're done.
Learn all about managing client price books in this guide.
Archive Client
Click the red 'Archive Client' button at the bottom of the page and confirm the action to remove the client from your list. Archived clients are not counted towards your active client total, meaning you only pay for the clients who are currently active.
Read this guide for more information on archiving and unarchiving clients.
For further assistance with Manage and Add Client Profiles, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.