Welcome to ShiftCare!
This comprehensive help guide will take you through the entire ShiftCare setup process step-by-step, and contains links to relevant articles along the way.
This article assumes you have either subscribed or are trialing ShiftCare.
Throughout this article, we've included yellow 'TASK' icons. These link to articles within our Help Center which will guide you through each step in greater detail.
Below we have eight steps to get you on your way...
Step 1 - Setting up Staff Pay Groups & Allowances
Pay Groups within ShiftCare allow the flexibility to assign varying payroll categories to staff. When you export timesheets from ShiftCare, the Pay Item names within each Pay Group can assist with applying pay rates staff in their timesheets. For users of Quickbooks, setting up Pay Groups is not necessary as this information is managed by the application.
Pay Groups are assigned to each of your staff from within their staff profile page.
Rostering staff for Office or Admin work?
Staff on salaries (such as Admins) are usually paid directly via your payroll software. There is no need to roster Admins into ShiftCare, but if you would like visibility of your Admins within the ShiftCare scheduler, please refer to our article on
Allowances can be used within ShiftCare for items such as expenses, mileage, overriding Pay Items or hours, or providing one-off shift allowances for First Aid Certification for example.
You may also want to roster staff for an eight-hour sleepover, but instead of paying staff for eight hours, you may want to pay them a one-off sleepover allowance meaning the staff are rostered for eight hours in the scheduler, but only paid the sleepover allowance on their time-sheet.
To set up allowances in ShiftCare, please follow the steps below.
Later, we'll show you how to assign Pay Groups and Allowances to your staff member's profile pages and how to attach allowances to shifts.
Allowances can be assigned using two methods
Attach an allowance to a shift to cover sleepovers, mileage, and other expenses.
Attach a permanent allowance to a staff member's profile (for First Aid certification for example). This will be paid automatically for each rostered shift the staff member completes.
We'll be covering this in the 'Creating Staff and Client Profiles' section later.
You've completed Step 1
Step 2 - Setting up Pricing
ShiftCare allows you to create custom client pricing in a few simple steps which we'll take you through below.
You've now completed setting up your Client Pricing in ShiftCare! For additional information on Pricing, please refer to the related articles below.
Optional Related Articles
You've completed Step 2
Step 3 - Creating Caregiver (Staff) and Client Profiles
Inviting Caregivers to use ShiftCare
Before being able to assign shifts and create schedules for Carers (or Staff), you must have their details entered into ShiftCare. When you add Carers to ShiftCare they will receive an email inviting them to complete their account and set a password.
In the following task, we'll take you through:
Creating a Carer or Office user
Editing their details
Adding next of Kin
Adding Staff documents
Do you have a lot of staff and clients to enter?
If you have a number of staff and clients to enter into ShiftCare, please contact us and we can provide you with spreadsheet templates to complete.
Send the completed templates back to us and we'll upload them into ShiftCare to save you all that typing!
Optional Related Articles
Creating Client Profiles in ShiftCare
Before assigning Caregivers, creating Teams, or creating schedules, you must have your Client data entered into ShiftCare.
In the following task, we'll take you through:
Adding a new Client
Adding Client Demographic Details
Uploading a Client photo
Creating additional contacts
Additional Settings & Information
Adding Funds to Client profiles
Client Fund Management
Fund management allows you to keep track of the client's fund balance by subtracting invoiced amounts from the fund amount you entered. Entering client fund details is optional. The balance of the fund (whether positive or negative) will not affect your ability to roster additional shifts for your clients. It's simply a guide to give you an estimate of the remaining funds available.
Optional Related Articles
You've completed Step 3
Step 4 - Scheduling/Rosters
Getting Started with Scheduling
The scheduler interface is a critical tool to enable simple communication between staff, admin, and clients. In the following guide, we go through some of the essential features to help you navigate and schedule with ease.
When changes occur in a business you need to easily edit individual shifts in the scheduler. In this step, we'll be covering:
Basic Edit View - edit: Client; Time & Location; Carer; Instructions.
Advanced Edit View - in addition to the above, edit: Multiple Clients & Carers, Type of shift, Tasks, Split shifts.
Scheduling Split Shifts - charge different rates for the same shift
Client schedules can vary throughout the shift. To allow for simple scheduling the roster can be split one or more times to allow for multiple activities with different pricing. To split a shift advanced edit mode must be used. The functionality will be explained by creating a new shift, although you can edit an existing shift in the exact same way. This guide will run you through:
Creating a new shift
Splitting the client roster
Common issues with carer-to-client ratio and solutions
Creating recurring shifts is a great way to save time when scheduling. A recurring shift is defined as a shift that is for the same carer and client, at the same time of the day, duration and location, that occurs on two or more different days. Shifts at different times, and for different carers are considered unique shifts.
Need to extend or change a recurring shift?
A recurring shift that is reaching its last 20% of the allocated time will be shown in the Scheduler with a grey recurring symbol.
You can easily change the end date of a recurring shift to extend the program end date. Click here to find out how to extend a recurring shift.
If you need to edit the pattern of a recurring shift, rather than deleting the recurring shift and creating a new one from scratch, you can copy the existing shift and modify the recurrence.
How do I copy shift details to a new shift?
When creating a new shift, you can easily copy the details from a previous shift to the new one. Great for when you have complex split shifts, tasks, and instructions contained within your shifts.
Here we'll guide you through the steps and components needed to successfully roster a sleepover or night shift, and refer to some tips and tricks to correctly set up pay group times, sleepover allowances, and shift types for a sleepover or 24-hour shift.
In this task, we'll cover:
Shift types: Sleepover or night shift
12 am threshold for pay groups and standard scheduler shifts
Rostering a sleepover shift in the scheduler
Need to schedule breaks?
Click here to find out the impact of adding break times to a shift
Additional Scheduling Resources
We have over 20 additional articles to help you with all your scheduling needs. Our comprehensive Help Centre covers all you need to know from the basics in generating shifts to advanced features such as managing attendance and shift costs.
You can access our full collection of Scheduling articles here. As always, if you have any questions on scheduling, please reach out via our online chat channel or email our Support team for further assistance - we're here to help!
You've completed Step 4
Step 5 - Introducing the ShiftCare mobile app to your Caregivers
The Caregivers Guide to all things ShiftCare
When you're ready to provide ShiftCare to your caregivers, we recommend sharing our comprehensive collection of help articles which will explain everything from downloading the ShiftCare app onto their phone, right through to adding client notes, logging mileage, clocking in and out of shifts, and more.
There's also a video tutorial you can email or text to you staff. This is designed for viewing directly on their cell device:
To view our complete collection of articles click here, or you can copy the link below and email it to your staff so they have all the information they need.
Can I perform Admin functions on the mobile app?
The mobile app is not designed for performing Admin functions such as scheduling. If you're an Admin out in the field, you can perform these functions using an iPad or similar device by logging into the ShiftCare web portal using your device's browser (Chrome or Safari for example), and logging into app.shiftcare.com
You've completed Step 5
Step 6 - Generating Timesheets
Generating Time-sheet Reports
In this section, we show you how to access, view, and verify carer timesheets as well as quickly approve or reject all shifts.
What if a Caregiver forgets to clock in or out?
If a staff member forgets to clock in or out, the timesheet will automatically pick up the shift attendance based on the allocated time of the shift. Alternatively, staff are able to add a note to the shift to advise of their correct clock-in and clock-out time which can be easily confirmed when reviewing the carer's timesheet.
Automate clock-in and clock-out approval
Based on the successful clock in/out times you can set timesheets to be automatically approved based on an attendance threshold.
You've completed Step 6
Step 7 - Generating invoices
Please note this section applies to ShiftCare Pro and Premium Plans.
Choose who the invoice is addressed to
When raising an invoice it's possible to automatically have it addressed to the client's Additional Contact (for example a Service Provider).
Bulk Invoicing is ideal for when you have a lot of clients to bill for multiple shifts, such as at the end of a billing cycle. Use the Bulk Invoice wizard to quickly create and send invoices to all of your clients.
How do I void an Invoice?
If you've generated an invoice and need to change details of a shift such as a timesheet or client billing items, you will notice that the shift is locked as it's been marked as invoiced. To make changes you must void the invoice in order to make changes to the shift, then re-generate the invoice.
Once your invoices have been generated, you can export the information for direct upload into your accounting software. The task below will take you through this step-by-step process.
Step 8 - Generating Reports in ShiftCare
What Reports are available in ShiftCare?
ShiftCare offers a range of tailor-made reports to let you review your organization's overall workflow. For a full list of all the reports available in ShiftCare check out our comprehensive range of Help Centre Report Guides.