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.

Hover over the 'Clients' tab in the sidebar menu. This will open a pop-up menu, where you can click 'New Client'.

Enter the client’s name and date of birth (required fields) and click 'Create'. If you prefer not to record the exact date of birth, you can use today’s date. Other details can be added or updated later by navigating through the tabs on their profile.

To prevent billing errors from day one, you have full control over a client's default pricebook the moment their profile is created. You will see a Default Pricebook dropdown menu at the bottom of the creation form.

Click the dropdown menu to select a price book specific to the new client.

At the top of the client's profile, you will find a demographic snapshot displaying their critical information at a glance, such as their display name, email, phone number, current status, primary address, Created At date, etc.

Here, you will also see the AI Client Summary banner (Premium users), which instantly generates an AI-powered handover summary of the client's recent condition, risks, and activities.

In the top right corner of the profile, the blue 'Manage' button provides quick access to specific actions. From this dropdown menu, you can:

The High Risk Issues banner provides an overview of the critical risks associated with the client. Clicking 'View' opens the Risks Tab.

To keep information organised and easy to find, the rest of the profile is divided into specific tabs (see below). Simply click the tabs across the screen to switch between different categories of client data.

Whenever you need to update or add information, look for the 'Edit' button located inside each specific section card. You must click 'Edit' to unlock the fields so you can configure the details, and remember to click 'Update' or 'Save' when you are finished.

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.

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.

Use Smart Match AI to group client requirements into Support Needs and automatically match each client with the most qualified carer. Learn more about Smart Match in this guide.

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.

Click 'Add' in the 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).

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 also invite the contact to Family Portal to give the person access to ShiftCare's Family Portal feature. Learn about Family Portal in this guide.

Clicking 'Manage' will route you to the client's Care Plan tab.

This section features a live progress bar displaying the remaining fund balance. Click 'Manage' to jump to the Funds table in the Billing tab.

Click 'Add' to assign forms to the client. Read this guide to learn about this process.

To support comprehensive care planning and compliance, you can build a highly detailed profile of the client's risks, environment, and physical needs.

At the top of the Risks tab, you will see the Risk Insights dashboard. As you fill out the client's risk scores below, the system will automatically cross-reference them against the documents you have on file. If the system detects a high risk but the required mitigation document is missing or expired, it will flag it here so you can take action.

Free text and multi-select fields detailing what is important to the client, their wellness, support needs, known triggers, and likes/dislikes.

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.

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.

Risk-scored fields tracking mental health, motivation, sleep, and medication knowledge.

Details their living arrangements, house challenges, fall prevention, housekeeper support, and pets.

Assesses vision, speech, hearing, and mobility status, as well as necessary communication aids and assistive devices.

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).

Click '+ Add Care Plan' to create a new care plan for the client. Read this guide to learn all about managing care plans and goals.

Clicking 'View' on a goal will automatically open the client's Care Plan tab.

Navigate to the Medication Plans tab to view, add, or edit medication schedules for the client. Read this guide to learn how to manage client medications.

To ensure safe prescribing, a client's active allergies from their Medical History tab will automatically display in a sidebar when you are viewing or editing their Medication Plans.

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:

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 'Export CSV' on each section to download the medical history as a CSV file for compliance reporting.

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.

The Recurring Billing feature allows you to set up fixed, repeated charges for a client that are not dependent on specific rostered hours.

Read this guide to learn how to set up and manage recurring transactions.

Clicking on a row will open that specific invoice.

To generate new invoices, navigate to Invoices > Generate from the sidebar menu. Read this guide to learn how.

Task Support Categories allow you to link together Support Categories, Funds, Price Books, and staff members.

This streamlines the creation of new tasks by prefilling these details. Read this guide to learn more about task support categories.

Funds must be set up before managing client billing or scheduling shifts. To add funds, click 'Add Fund' 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.

Clicking this tab opens the Tasks page already filtered to the specific client.

Read this guide to learn how to create, update, manage, and invoice tasks to track responsibilities, link tasks to clients, and improve coordination.

Click 'View All' to see a list of documents attached to this client.

From here, you can upload new documents by clicking 'Upload Files'.

For more information on managing client documents, please read this complete guide.

Click 'Edit' in these sections to configure key identifiers and configuration options that affect billing and scheduling.

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.

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 Adding and Managing 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.