This feature is currently in closed beta - it will be available soon
Care workers can easily add shift progress, feedback, and enquiry notes directly through the ShiftCare mobile app, reducing paperwork clutter and keeping the office updated in real time.
The AI-powered Completeness Coach is an intelligent tool that reviews your drafts, catches spelling and grammar errors, and asks smart follow-up questions to ensure you haven't missed any crucial care details before submitting your note.
It is also possible to add notes to a shift when logged into the web portal. For more details, read this complete guide.
🤖 This feature utilises Artificial Intelligence (AI) to analyse and generate text. While designed to be highly accurate, AI can occasionally misinterpret context or make mistakes. Always review the final note to ensure it is 100% accurate before submitting.
Adding Notes with the AI Completeness Coach
To add a note to a shift:
Log in to the ShiftCare app and tap the relevant shift.
Click the 'Progress' tab at the bottom of the screen. This page displays the list of notes already entered for that shift.
Tap the Plus (+) sign in the bottom right corner and select the type of note you want to add:
Progress Note: Add general shift descriptions and observations
Feedback: Send shift feedback to the office in real-time
Enquiry: Internal shift-related communication between staff and management
Enter your shift notes in the text box and tap 'Save with Coach'. You can also tap the Up Arrow next to the button to choose between 'Save with Coach' or 'Send as is' if you wish to bypass the AI.
Click the paperclip icon to upload an attachment, and tap the microphone icon to dictate your note. See below for more information.
The system will take a few seconds to review your draft against the client's profile. If you change your mind while it is loading, you can tap the link to skip the Coach and just save your note as is.
An adjustable drawer will slide up from the bottom of the screen, asking for more details. The Coach will ask a maximum of three questions. Tap your answers or type a response, then hit the submit button to move to the next question. See below for more information on these questions.
You can easily skip a question by tapping 'x' or swiping left.
After your last answer, the Coach will integrate your responses and lightly clean up your spelling and grammar. A confirmation window will appear after review, and your final, enhanced note will be displayed. New additions will be highlighted and underlined.
Tap 'AI Improved' to see the history of answered and/or skipped questions.
Go to the 'Original' tab to see your initial, unedited draft.
If you are working a group shift with multiple clients, you can tap the 'All Clients' dropdown menu to assign the note to the correct individual or to all clients.
Once you are happy with the text, tap 'Submit Note'.
Your note will be recorded in the shift, and a notification will be sent to the admin (if they are subscribed).
An asterisk (*) next to a heading in your progress notes indicates that the question or information is required. You will get a warning if you try to save without filling in the field.
If mandatory progress notes are enabled for your organisation, you will not be able to clock out without submitting a progress note.
You may also be required to meet a minimum word count to ensure detailed reporting. If you attempt to save the note before reaching the required word count, you will receive an error message.
Voice Dictation
You can type your note into the text box, or use your phone's microphone to dictate it.
To speak your notes, tap the Microphone icon, dictate your observations, and tap the stop button when finished. This works for notes both with and without predefined headings.
Completeness Coach Details
The AI cross-references your draft note with the client's specific care profile, your shift schedule, and your organisation's mandatory note templates.
If the Coach notices a documentation gap, it will prompt you to provide more details.
It evaluates your notes across several categories:
Missing Mandatory Topics: The Coach will prompt you if you missed a required heading from your organisation's note template, or if you filled a mandatory heading with just placeholder text (like "N/A", "Fine", or "Ok").
Missing Observations: If you mention taking an action but leave out the observation (e.g., stating "Applied cream" but not noting what the skin looked like), the Coach will ask for more details.
Hazards and Incidents: If you explicitly mention a health or safety event (like a fall, injury, or calling an ambulance), but don't document the response chain (how you responded or escalated the issue), the Coach will ask you.
Client Context / Support Needs: If your note touches on a topic (like medication, mobility, or behaviour) where the client has a known risk or trigger on their profile, the Coach may ask how that specific risk was managed during your shift.
Behavioural Events (ABC): If you describe a client behaviour, but leave out the "Antecedent" (what triggered it) or the "Consequence" (how it was de-escalated), the Coach will ask for the missing half.
Goals and Care Plans: The Coach may ask if any progress was made toward a specific, active care plan goal.
Continuity Gaps: If a previous shift note left an open loop (e.g., "Follow up with client on Thursday") and your note doesn't mention it, the Coach will ask.
Shift Mismatch: The Coach evaluates how long your shift was. If you submit a very short, vague note for an 8-hour shift, it will ask for more details.
Wrong Section: If you accidentally put information in your general narrative that belongs under a specific, structured heading, the Coach will help correct it.
Depending on the question, the Coach may offer you:
Multiple-choice buttons
Free-text response
If a question isn't relevant, you can easily skip it by tapping the 'X' button or swiping left on the card. Skipped questions will not be added to your note. If you skip all the questions, the app will prompt you to send your original note as is.
Editing Notes
If you need to make changes to a note you previously submitted:
Select the note you wish to update.
Tap the Edit (Pencil) icon at the top right of the page.
Make your changes and tap 'Save'.
Tracking Notes
Shift notes are visible in both the shift history and the communications history for the client.
Note events are also available in Reports > Events > Details.
Frequently Asked Questions (FAQs)
Can I save a progress note and finish it later?
Yes. Progress notes are automatically saved as drafts, allowing you to return and complete them later.
If you start writing a note and navigate away (e.g., by pressing back), your progress will be saved automatically. There’s no need to manually click a save button unless you have finished editing the note and you want to publish it.
To continue editing:
Go back to the relevant shift
Click Add Note
Your draft will reappear for you to complete
This applies to all note types, including progress notes, feedback, incident, and enquiry notes. Please check the screen recording for illustration.
How can other staff members view progress notes?
Other staff members can view progress notes if the Share Progress Notes setting is enabled for the client via the Scheduler. To allow this:
Go to the client’s Details page in the Scheduler.
Enable the Share Progress Notes setting.
Once enabled, staff members will be able to view notes written by others from the Shift Details page in the mobile app.
Staff can see other carer's notes by clicking on the Events tab in the shift.
For more information, please see this article: Accessing Progress Notes in the Mobile App
Can staff members add notes from the web app?
Yes. Staff members with any role who are rostered to a shift can add notes via the web app.
To do this:
Log in at https://app.shiftcare.com/ using a desktop or tablet browser
Open the relevant shift
Click More Actions
Select Add Notes
For more information, please refer to this article: Add Progress Notes to a Shift from the Web App
For further assistance with Adding Shift Notes and Using the AI Completeness Coach, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.