When a support worker is woken up to provide care during a sleepover shift, that active time needs to be recorded, reviewed, and approved before payroll.
ShiftCare’s Awake Time Tracking feature automates this process using Artificial Intelligence (AI). When a worker clocks out, the AI automatically reads their progress notes, detects any mentions of being awake, and creates pending time entries for you to review.
🤖 This feature utilises AI to read notes and suggest awake times. This tool is designed to support (not replace) human review. While the AI is designed to accurately detect awake periods, always verify its recommendations for accuracy before approving entries.
You do not need to manually enter awake times or ask your staff to submit separate forms. The system handles this automatically.
A staff member completes a sleepover shift and writes their standard progress notes (e.g., "Client woke up at 2 am, I helped them until 2:45 am").
After they clock out, the AI automatically scans the notes.
If the AI detects an awake period, it creates a Pending awake time entry covering that specific time window (e.g., 2:00 AM to 2:45 AM).
The AI also assigns a confidence level and recommendation to the entry.
Note: For the system to officially recognise a shift as a sleepover, it must meet at least one of the following criteria:
The Shift Type is set to 'Sleepover'.
A Sleepover Allowance is attached to the shift.
Sleepover Review Page
For a dedicated workspace to manage all awake time across your organisation, navigate to Timesheets > Sleepover Review.
This list view shows all staff members with sleepover shifts that contain awake entries and can be filtered by date range, staff member, client, and status.
Click the 'Review' button next to a shift to open the Review Drawer.
Review Drawer
The Review Drawer will list all awake time entries for that shift, including the AI's confidence level and recommendation.
Approve / Reject: Use the buttons to approve or reject (with reason) the AI-generated times. You can also click 'Approve All' at the bottom of the drawer. Click 'Undo' to revert the entry back to Pending.
Adjust: If the AI's times are off, click 'Adjust' to manually fix the start and end times. You can also manually add a completely new awake period if the AI missed one. Click 'Undo' to revert the entry back to Pending.
Reviewing Awake Time on Timesheets
You can quickly spot which timesheets have sleepover shifts and which ones contain awake time that needs your attention.
Timesheet Report (All Staff)
Navigate to Timesheets from the sidebar menu.
At the top of the page, you will see clickable tiles. Clicking 'Sleepovers Detected' or 'Sleepovers Needing Review' will instantly filter your staff list to only show workers with relevant shifts.
In the table, the Sleepover (moon icon) column shows how many sleepover shifts the worker had, and the Awake Time column shows how many awake entries exist.
An orange dot next to either number means at least one entry is still Pending and requires your review.
Staff Timesheet (Individual)
When you click on an individual staff member's timesheet, the Awake Time column displays the hours and status of the entry.
Clicking the awake time value will open the Review Drawer on the right side of your screen, allowing you to approve or reject the time immediately.
Sleepover Report (Report Hub)
For a high-level, bird's-eye view of your sleepover data, navigate to Reports > Report Hub > Shifts > Sleepover Report.
This report allows admins to audit all sleepover shifts with awake time across any date range.
The cards at the top of the report provide quick totals for:
Total Sleepover Shifts
Approved Shifts
Shifts Needing Review
Average Awake Hours (per shift)
The table breaks down each shift by Staff Name, Client, Date and Time, Duration, Total Awake Hours, the status of the entries, and the source (created by AI or manual entry).
You can use the Filters button to drill down by Date Range, Staff Member, Client, Status (Pending/Approved/Rejected), and Source.
For further assistance with Tracking Awake Time on Sleepovers (Awake Time Tracking), please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.