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.

Below we have eight steps to get you on your way...
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1. Setting up Staff Pay Groups & Allowances (what you pay your staff)

2. Setting up Pricing (what you charge your clients)

3. Creating Caregiver (staff) and Client Profiles

4. Scheduling/Rosters

5. Introducing the ShiftCare mobile app to your Caregivers

6. Generating timesheets

7. Generating invoices

8. Generating Reports in ShiftCare

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.

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.

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.

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:

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:

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:

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 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.

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:

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!

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.
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In this section, we show you how to access, view, and verify carer timesheets as well as quickly approve or reject all shifts.

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.

Please note this section applies to ShiftCare Pro and Premium Plans.

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.

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.

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.