When shift details change, it's important to know how to quickly edit individual shifts in Scheduler. This article will cover:

Navigate to the sidebar menu and click Scheduler to view your team's shifts. 

To access the Edit screen for a particular shift, click on the shift you would like to edit in Scheduler. 

Click the Edit button on the upper right of the pop-up screen.

You will now see the Edit screen. Here, you can alter the Client, Shift, Time & Location, Carer and Instructions settings.

This box allows you to edit the client, price book, and funds settings.
To edit a setting, click the drop-down menu and select your desired item.

In this section, you can edit the shift type, add additional shift types, and assign allowances, if necessary.

Here, you can edit the date, time, and address for the shift.

You can also add a bonus payment to a shift here. This one-off cash incentive is a great way to motivate staff to pick up shifts, especially when posted on the Job Board. Learn more about Shift Bonuses in this guide.

Toggle 'Shift Bonus' on and enter the Bonus Amount (e.g., $50).

The bonus amount will be visible to carers both on their assigned shifts and on Job Board shifts in the mobile app.

If you're editing a shift, it could be due to the carer being unavailable or sick. In this section, you can select a new Carer to take the shift by clicking the drop-down menu.

Toggle the 'Notify carer' setting to let them know of the assigned shift via email and in-app notification (read more about the full notification workflow here). You can then choose the appropriate pay group for the staff member.

You can also add the shift to the Job Board by turning on the 'Add to Job Board' setting.

Here, you can provide your staff with detailed, easy-to-read instructions to ensure they are fully prepared before arriving at the client's home. The Shift Instructions box features a rich-text editor, allowing you to format your notes and provide essential context.

Using the toolbar at the top of the instructions box, you can:

Notes:

In this section, you can compare staff-submitted mileage with a mileage cap to improve accuracy and reduce oversight. Read more about this feature here.

When you have finished editing the shift, remember to click Save, or you will lose the updated information.

The expanded Advanced Edit setting allows you to alter more details of a shift. To access Advanced Edit, click the Advanced Edit button that appears after you have entered basic edit view.

Advanced Edit includes settings for the Client, Time & Location, Shift, Carer, Shift Related Forms, Tasks, and Instructions. Let's go through each section in further detail.

Like the basic view, you can also change which client the shift is for here. You can also add multiple clients to the shift by clicking the client dropdown menu and selecting one or more clients.

Click the red remove button next to each client to remove them, or simply click their name again in the dropdown menu. 

Additionally, you may edit the client ratios. Click the ratio dropdown menu to change it. Next to the ratio setting, you can also edit the Funds to be used.

You can also edit the Price Book that the client uses by clicking the dropdown menu and selecting the appropriate one.

The Split Shift button is a simple way to split a client's shift. To do this, click the blue '✂Split' button one or more times. Then you can edit each segment as if it were an individual entry. The client will be listed multiple times as well.

The advanced Time & Location edit has all the features of the basic edit, with the addition of Break time in minutes. Click the "+" or "-" buttons next to the box to add or subtract minutes.

This section contains advanced settings for the shift type and mileage.

Here, you can add additional staff members to have multiple carers on a shift.
​
​Click the dropdown menu and select the carer or carers to be assigned. You may also select the 'Notify carer' box to let the carers know about the shift.
​
To remove a carer, click the red remove button or select their name/s in the dropdown menu again. You may also edit the start and end time for each individual carer, as well as the pay group.

Click the blue 'Add Forms' button to add new form/s to the shift. Read this article to learn more about creating and managing shift related forms.

Existing forms can also be viewed or removed from the shift.

In this section, you can assign specific tasks that are to be completed during the shift. The carer can check these off via their app. 

To add a task, click the Task Description box, type in the details, and click '+Task'; repeat for additional tasks. You may also tick the 'Mandatory' checkbox, which means these must be completed within the shift. Other tasks may be considered optional by the system.

To remove a task, click the red remove button next to the task.

If you want to change a task from mandatory to optional, the original task should be removed before being re-added.

​Note: It is not possible to change a task from mandatory to optional by editing alone. You can copy the text, delete the task, create a new task, and paste in the old details.
​

The instructions section is the same as in the basic view. Add any additional notes and instructions here.

When you have finished editing the shift, remember to click Save, or you will lose all the updated information.

To edit an invoiced shift, you must first reverse the invoicing steps:

Please note: once an invoice is voided, it cannot be reinstated. After making the changes, you will need to generate a new invoice, which will have a new invoice number.

Currently, it is not possible to convert an existing one-time shift directly into a recurring shift. As a workaround, you can copy the shift and set the new shift as recurring.

For further assistance with Editing Shifts in Scheduler, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.