To access your Account Settings, navigate to Account > Settings from the sidebar menu. Below is a detailed breakdown of each section on this page, with links to relevant help articles.
To change any setting, click the 'Edit' button in the top-right corner of each section box.
Logo
Upload your company logo here. This logo will appear on your invoices and other official documentation. You can either drag and drop an image file into the box or click the link to select a file from your computer.
Company Details
Name: Set and edit your organisation's name. This will appear on all your invoicing and reporting.
Country: This is the country you selected when you first created your ShiftCare account. If you need to change this, please contact our support team.
Staff Invitation Link: A shareable link you can send to new staff members so they can independently sign up and join your ShiftCare account.
SMS Sent Since: Tracks your messaging usage by displaying how many SMS messages your organisation has sent since your last monthly reset.
Staff Documents Upload from Mobile: When enabled, staff can upload their own compliance documents directly from the 'My Documents' section of the mobile app.
Service NAPS ID: The National Approved Provider System (NAPS) ID is a unique identifier issued to approved Home Care Package (HCP) providers by the Australian Government.
Security
Require 2FA for all staff accounts: Enforces Two-Factor Authentication (2FA) for all staff members to enhance security and protect sensitive data.
For UK accounts, this setting is mandatory and cannot be turned off due to GDPR compliance requirements.
Notes Permissions
Allow note edit: A global setting that controls whether users (both Admins and Carers) can edit progress notes after they have been submitted.
Hide client notes and documents: This privacy feature hides a client's notes and documents from a carer's app if the carer has not worked with that client in the specified number of days. This prevents staff from viewing the records of clients they are no longer assigned to.
Shift Types
Add and edit the different Shift Types used by your organisation. Read this guide for a detailed explanation of Shift Types.
Scheduler
Timezone: Set your account's primary timezone. Ensure your staff and admin teams are operating in the same timezone to prevent errors with clock-in/out times.
Client types: Control and customise the list of 'Client Types' available to assign to client profiles.
Minute interval: Sets the default time increment used for creating shifts (default is 15 minutes).
Pay run: Set the duration of your timesheet reports to either weekly or fortnightly. You can also specify the starting day of your pay cycle ('First day of week/fortnight') so your timesheets and calendar align perfectly with your payroll.
Communication mode - Email: This is a legacy setting that can no longer be changed and can be ignored.
Staff can manage shifts: (Premium only) Allows carers to independently create and manage their own shifts via the mobile app.
Share client info with carers: Off by default. When enabled, staff assigned to a client will be able to see the client's name and other information. This applies globally to all clients.
Defaults the Scheduler to the current period on load: When enabled, opening the Scheduler will automatically display your current roster period.
Allow staff to apply for conflicting job board shifts: Allows staff to apply for Job Board shifts even if the times overlap with their existing roster. (Note: This only applies to shifts listed as 'require approval').
Staff can bulk apply to recurring shifts in the job board: Allows staff members to apply for an entire recurring shift series at once through the Job Board.
Display only pricebooks assigned to client on shift creation: Restricts the shift creation menu to only show price books that have been attached to the client’s profile.
Carer qualification matching: Controls how strictly the system enforces qualification rules (strict, partial, disabled) when suggesting carers for a shift via the Smart Match feature.
Default verification status on staff documents uploaded by office staff: Determines whether documents uploaded by your office team are automatically marked as 'Verified', or if they default to unverified and require a manual check.
Default duration for recurring shifts: Sets the standard length applied to the end date when creating a new recurring shift series.
Allow staff to be scheduled for overlapping shifts: Allows coordinators to double-book staff members (assign them to multiple shifts concurrently) without the system flagging the shift as 'Pending'.
Show Carer's Availability: Displays green availability tiles for your carers directly on the Scheduler.
Job Board Shift Assignment Default Status: Choose whether Job Board shift requests are approved automatically, or if they require manual review and approval by an Admin.
Time and Attendance
Enable unavailability: Toggle this on to allow staff to set unavailability periods in the mobile app.
Clock in location check: Toggle this on to enable location-based clock-in via the mobile app. The ShiftCare platform uses the Google Maps API service to validate address locations.
Allow clockin outside of location radius: Toggle this on to allow staff to clock in/out outside the designated location radius. Location sharing must be enabled on their device.
Clockin radius: Set the maximum distance (in metres) a staff member can be from the shift location when clocking in or out. Accepted value is between 100 and 10,000 (metres).
Clockin need to know enabled: When enabled, staff will see a pop-up message with the client's need to know information displayed upon clocking in.
Attendance threshold in minutes: Indicate the time window you will allow at the beginning of a shift for staff to clock in without being considered late.
Auto approve shift if clockin/out were successful: Toggle this on to auto-approve a shift if the staff clocks in and out successfully.
Auto clock in/out for sleepover shifts: When enabled, carers only need to clock in at the start of their first shift and clock out at the end of their last shift. The system automatically fills in the clock-out for the pre-sleep shift and the clock-in and out for the overnight shift.
Show timesheet approval status in app: Toggle this on to display whether a shift is 'approved' or 'pending approval' in the 'My Timesheet' section of the mobile app.
Timesheet precision: Indicate, in decimal points, how precise you'd like the attendance times to be in your timesheet.
For example, 2 decimal points mean that attendance will be accurate to the minute (2:11, 2:18), while 1 decimal point would be by 10-minute increments (2:10, 2:20).
Pay rate is based on: Choose whether you'd like the pay rate to be based on the shift's:
Start Time: Staff will be paid for time worked from the time they clock in.
End Time: Staff will be paid for the time worked from the scheduled shift start time to the clockout time.
Clockin alert: Toggle this on to send a notification with a predefined message to the staff upon successful clock-in to their shift.
Clockin alert message: Customise the message that staff will receive when they clock in.
Late Clockin Notification: When enabled, an email will be sent 10 minutes after a rostered shift has commenced if the staff assigned to the shift has not clocked in yet.
Maximum early clockin time: Define exactly how many minutes before a scheduled shift start time a carer is permitted to clock in. Accepted value is between 10 and 720 (minutes).
Maximum late clockout time: Define exactly how many minutes after a scheduled shift end time a carer is permitted to clock out. Accepted value is between 10 and 720 (minutes).
Payroll Software: Indicate which payroll software you are using from the dropdown list. See this collection of guides for more information.
Default Industry Award: Sets the default industry award that will automatically be applied to staff profiles for payroll and compliance calculations.
Display Industry Awards Warnings Popup After Save: When enabled, warning pop-ups will appear if a shift breaches any rules, limits, or thresholds defined by the assigned Industry Award.
Declined Shift Flow
Decline assigned shifts: Toggle this on to allow staff to decline an assigned shift after accepting it.
Decline window for accepted shifts: Set a time window before the start of a shift during which staff can decline a previously accepted shift.
Declined shifts automatically added to job board: Toggle this on to automatically add declined shifts to the Job Board.
Allow carer to clock-in/out via web: Toggle this on to allow staff and admin users to clock in and out of their assigned shifts directly from the web portal.
Integrations
Toggle on these platforms to enable them in the Integrations Marketplace and connect them to your account.
Client Public Information Headings
You can use the 'Public Information' section on a client's profile to store essential, non-medical details that your staff need to know before a shift (e.g., pets in the home, specific likes/dislikes, or access instructions). This setting allows you to customise the headings used for that information.
Read this guide to learn more.
Payment Settings
Here, you can choose to connect your Stripe account if needed.
Notes Headings
Set up standard headings for your progress notes to prompt staff on exactly what information they need to record. You can also set progress notes as mandatory and specify a minimum word count. Professional and Premium plans can also set up standard headings for Incident, Feedback, and Enquiry notes.
Read this guide to learn more.
Client Document Categories
Customise and expand the list of categories used to organise your clients' uploaded documents. Read this guide to learn more.
Public Holidays
Manage the list of public holidays used when processing your payroll and timesheets. You can add and edit custom dates for your specific region. Read this guide to learn more.
Clothing and Equipment
Enable these toggles if your organisation provides or requires specific clothing/equipment, or if you provide laundry services.
Job Titles
Add and manage custom job titles that can be assigned to your staff members' profiles. Read this guide to learn more.
Navigation
Toggle 'Show plan locked features' on to display features that are currently unavailable on your subscription tier (allowing you to explore what higher plans offer).
PDF Downloads
By default, Client, Staff, and Document Hub documents cannot be downloaded from the mobile app. Enable this setting to make PDFs downloadable, but this is not recommended.
Read this guide to learn about your Invoice Settings.
For further assistance with Account Settings Explained, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.