This article is a quick-start guide to help you get up and running. We’ll keep it simple, with links to more detailed articles in each section if you’d like to explore further.
Accept Your Invitation Email
Congratulations, you’ve started your trial! To log in successfully, you’ll need to accept the email invitation first. The invitation will be sent to the email address you used during sign-up.
Click the blue 'Click here to set your password' button to set a password. Read this article to learn how to reset your password.
To ensure your account is set up with the correct account and compliance settings, ShiftCare automatically detects your location using your IP address.
If you visit a ShiftCare sign-up page that does not match your current region (e.g., visiting the US site while located in Australia), a pop-up will appear guiding you to the correct site for your country.
Interface Overview
Note: Some of these settings are only available on the Professional and Premium plans.
Sidebar Menu: This menu includes the Bookmarks page, Dashboard, Scheduler, Care Signals, Staff, Clients, Timesheets, Pay Items, Invoices, Quotes, Tasks, Medications, Facilities, Document Hub, Forms, Incidents, Reports, Account, Integrations, ShiftCare Certifications, ShiftCare HR, Recent Releases page, and the Download Center.
Search for specific teams, staff, or clients.
Vacant Shifts
Shifts that are on the Job Board
Staff List: You can change the filter options to view this list alphabetically or by the number of assigned shifts.
Filters: Read this guide for an in-depth manual of the Scheduler's interface. You can filter the Scheduler by Location, Client/Staff/Facility View, Facilities, Shift Status, and Shift Types. You can also adjust the date range and choose from Daily, Weekly, Fortnightly, Monthly, Tabular, or Basic views. Read this to learn how to set which day the calendar starts on.
Help Button: Opens the ShiftCare Help Centre.
Messages: Opens the instant messaging page.
Notification Bell: Displays notifications about shift activity, including timesheet approvals, cancellations, and other relevant updates.
Account Profile: Access your account profile from this menu, or use it to sign out of ShiftCare. You can set up your own profile and add a profile photo here.
Add Shift: Create a new shift.
This is the main Scheduler area, where shifts and the roster will be displayed. You can also add shifts by clicking on cell(s).
Example shifts.
Click this to hide/show the sidebar menu.
Search Bar
Chat Support: Opens a dialogue box with helpful articles and chat support.
Navigate the Sidebar Menu
The sidebar menu is your central navigation hub for all ShiftCare features. Hovering over a sidebar menu item reveals a floating window of its child pages. Clicking a parent menu will automatically open its first child page.
To customise your workspace, you can bookmark frequently used pages. Hover over any child menu item and click the Bookmark icon to save it.
Bookmarked pages have blue icons and appear in the Bookmarks section at the top of the sidebar for quick access. To organise your list, navigate to Bookmarks > Manage Bookmarks.
Here, you can rearrange the order of your list or click the blue icon again to remove a page from your favourites.
Set Up Client Price Book(s)
To enable ShiftCare to automatically calculate costs for a client, you can assign a price book to each shift or set a default price book in the client’s profile.
First, ensure you have a valid price book set up. Many of our customers use the NDIS price guides. To get started, navigate to Pay Items > Pay Groups.
Here, you will see a tour of the price books and how to use them. For more detailed information on adding price books and prices, please read this article.
To learn how to import NDIS price guides, read this article.
Add Clients
Before you can add shifts to the Scheduler, you will need to set up your staff and clients first. To add new clients, navigate to Clients > New Client.
You’ll now see the input fields where you can enter as much information as needed. Only the client name is required at this point; you can add the remaining details later. Learn more about adding clients in this guide.
Add and Invite Staff or Carers
Adding staff members is simple. Just navigate to Staff > New Staff in the sidebar menu.
Fill out all the details of the staff member and click 'Create'.
Note: The Name and Email fields are mandatory.
An email will then be sent to the staff member.
Learn more about adding staff members in this article, which provides in-depth instructions. Read this article to learn how to send a ShiftCare email invitation to your carers.
Here is a complete guide to managing carers and office staff.
Review Account Settings
Now it’s time to review your account settings and ensure you’ve selected the options that best suit your organisation. A few common defaults are already set up for you. Read this in-depth guide to your Account > Settings page.
Navigate to Account > Settings from the sidebar menu.
The following categories are relevant for this quick start guide:
Add a company logo in the top left by uploading or dragging a file into the box.
Company details: Fill out your organisation's name, country, and other details here. You can also access the staff invitation link in this section.
Shift types: You can review and manage different shift types here.
Scheduler: It is essential to set the correct time zone of your organisation here. Review and manage client types and other details as well.
Time and attendance: Manage settings such as location checks for worker clock-ins and attendance thresholds for auto-approval of worker times (if you want to auto-approve timesheets this way).
Invoices: Invoice settings can be found in Account > Invoice Settings.
Manage your company's financials here for invoicing purposes. You can also add a message to send with invoices and apply a default line item description.
Add a Shift to the Scheduler
Now you have all the components in place to add your first shift in Scheduler. To add a shift, navigate to Scheduler in the sidebar menu.
Click '+ Add Shift in the top right of the screen to bring up the shift's details.
In the pop-up window, select the correct client, price book, shift type, time and location, carer, and instructions settings. Read this guide for more detailed information on creating a shift through the Scheduler. Remember to click 'Save' after filling out all the details.
You can also click anywhere in the Scheduler to create a new shift. Ideally, click the day and time next to the staff member/client you want to create the shift for.
If you make a mistake, you can always edit the shift or cancel it. You can also delete a shift if you are just testing the workflow.
Is your shift marked pending? See the most common reasons for a pending shift here.
Introduce the ShiftCare App to Staff Members
Share the ShiftCare App with your staff and send them this article to get started.
Congratulations!
You are now familiar with the key steps to get set up. Be sure to explore our Help Center collection and reach out to our Support team if you need any further assistance!
🎉 That wraps up the Quick Start Guide. Good luck! 🎉
For further assistance with this Quick Start Guide, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.