Customise exactly which email notifications you receive for shift events, compliance alerts, and financial updates. This guide covers how to subscribe to specific email categories, globally enable late clock-in alerts, and use standard subject lines to set up filters in your personal email client.
Subscribed Email Categories
Staff members with Admin, Coordinator, or HR roles can subscribe to or disable email notifications for specific events. They can also manage these notification settings on behalf of other users.
To update your preferences:
Go to Staff > List and click on your profile.
In your profile page, click 'Edit' in the Settings section.
Click the dropdown menu labelled 'Subscribed Email Categories' and select the email categories you want to receive, indicated with a blue check mark. You can click on the category name again to remove it from the list.
Click 'Update' to save your changes.
When a new account is created, Account Owners are automatically subscribed to receive notifications. This can be managed by following the steps above.
Email Categories
Here are the email categories you can subscribe to or opt out of:
Clock In and Clock Out
Clock Error
Adding Enquiry, Expense, Feedback, Incident, Mileage, Injury, Notes
Rating
Shift Accepted and Declined
Late Clock in and Early clock out
Staff Onboarding
Client Authorization Expiry
Family Portal Shift Request
Job Board Applications
Clock in and Clock out - Out of Range
Low fund balance
Insufficient shift funding
AI Risk Alerts
Late Clock-in Notifications
With late clock-in notifications, you can quickly address no-shows or cancellations before they escalate. An email will be sent 10 minutes after a rostered shift has commenced if the assigned staff member has not clocked in yet.
Before anyone can receive these specific emails, the feature must be enabled for your entire account.
Navigate to Account > Settings.
Scroll down to the Time and Attendance section.
Toggle 'Late Clockin Notification' on.
Once this is enabled globally, users must also ensure 'Late Clock in' is selected in their personal Subscribed Email Categories.
Email Filtering
If you want to keep a notification subscription on but want your email client to automatically filter them into specific folders, you can create rules in your email application (e.g., Outlook or Gmail) to filter messages based on their subject line.
Follow the links below to learn how to set up rules in your mail client:
Outlook: Click here
Gmail: Click here
Subject lines used for the notification emails are:
Progress notes: Notification: {{staff name}} has added a {{note category*}}
Clock in failed: ✋ ShiftCare update: Clockin failure for {{staff name}}
Clock out failed: ✋ ShiftCare update: Clockout failure for {{staff name}}
Clockin successful: ⏰ ShiftCare update: {{staff name}} started their shift with {{client name}}
Clockout successful: ⏰ ShiftCare update: {{staff name}} finished their shift with {{client name}}
Job Board shift accepted: {{staff name}} has applied for a shift on ShiftCare Job Board
Late Clockin: [ShiftCare] Late Clockin Reminder
For further assistance with Filtering and Customising Email Notifications in ShiftCare, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.