Shifts Settings

Purpose: The Shifts Settings in Time & Attendance provide detailed configuration options for managing shift parameters, ensuring compliance, and optimising staff and client interactions. These settings control how shifts are scheduled, checked in/out, and managed in relation to client and staff needs.

Key Features and Configurations

Shift Cancellation and Change Requests

• Allow clients to cancel shifts up until X hours before the shift:

  • Define the window for clients to cancel their scheduled shifts.

  • Example: Set to 48 hours to allow cancellations up to two days before the shift.

  • Purpose: Provides flexibility while maintaining scheduling stability.

• Allow staff to request shift changes up until X hours before the shift:

  • Set the timeframe for staff to request modifications to their shifts.

  • Example: Set to 72 hours to allow changes three days in advance.

  • Purpose: Balances staff needs with roster consistency.

Check-In and Check-Out Parameters

• Define late check-in when checked in X mins after shift start:

  • Set the threshold for marking a staff member as late for their shift.

  • Example: 15 minutes.

• Define late check-out when checked out X mins after shift end:

  • Set the threshold for late check-outs.

  • Example: 15 minutes.

• Purpose: Ensures accurate tracking of attendance and compliance.

GOALS Integration

• Enable creation of GOALS session on shift check-in:

  • Automatically create a GOALS session when staff check in for their shift.

  • Purpose: Tracks activities during the shift for reporting and billing.

• Enable creation of GOALS session on shift check-in for each client (mobile device friendly):

  • Create separate GOALS sessions for each client during a shift.

  • Purpose: Supports detailed client-specific tracking.

• Require GOALS session completion before check-out:

  • Enforces the completion of GOALS sessions before staff can check out of a shift.

  • Purpose: Ensures all activities are logged before the shift concludes.

Client and Budget Information

• Enable displaying client additional information on shift check-in/check-out:

  • Displays key client details (e.g., medical needs, preferences) during check-in/check-out.

  • Purpose: Improves care quality and staff preparedness.

• Disable budget warning alert on shift check-in/check-out:

  • Prevents budget-related alerts during shift actions.

  • Purpose: Reduces interruptions for staff managing shifts.

Cost Centres and Attributes

• Default shift cost centre in allowances:

  • Automatically assign a default cost centre for shift-related allowances.

  • Purpose: Simplifies allocation for billing and reporting.

• Prevent staff requesting open shifts without mandatory attributes:

  • Restricts staff from applying for shifts unless they meet all mandatory requirements (e.g., qualifications).

  • Purpose: Ensures compliance and service quality.

Additional Shift Configurations

• Record Adhoc Transport on shifts:

  • Add transport details directly within the shift.

  • Purpose: Tracks travel for billing or reimbursement.

• Entering client notes is mandatory for shift checkout:

  • Require staff to document client-related notes before completing their shift.

  • Minimum number of characters required: Set a threshold (e.g., 5 characters).

  • Purpose: Ensures proper documentation and compliance.

Shift Timing Flexibility

• Allow staff to start shift (check-in) from X mins before and X mins after the shift start:

  • Define the window for early or late check-ins.

• Allow staff to end shift (check-out) from X mins before and X mins after the shift end:

  • Define the window for early or late check-outs.

  • Purpose: Provides flexibility while maintaining accurate time tracking.

How to Configure Shifts Settings

• Accessing Shifts Settings:

  • Navigate to Time & Attendance > Settings from the side navigation menu.

  • Select Shifts.

• Step-by-Step Configuration:

  • Adjust the parameters for each setting (e.g., cancellation windows, check-in times).

  • Enable or disable features like GOALS session creation or mandatory client notes.

  • Assign default cost centres and configure additional transport recording options.

• Save Changes:

  • Once all settings are configured, select Save.