Accessing the Scheduler
The scheduler is your central hub for managing staff shifts and appointments. You can access it from the main navigation menu.
Calendar Views
The scheduler offers multiple ways to view your shifts, but the main two are:
Week View
The week view displays seven days at a time, from Monday to Sunday. Each day is shown as a column with hours running down the left side. This view is useful for seeing your team's schedule at a glance and identifying gaps or overlaps in coverage.
Note: The week view is only available on desktop and tablet devices. On smaller screens, you will see a message asking you to switch to the daily or monthly view.
Day View
The day view focuses on a single day, showing all shifts scheduled for that date. On the right side of the screen, you will see:
A mini calendar for quickly jumping to other dates
A "Happening now" section that displays any shifts currently in progress
Both views display time in hourly blocks with dotted lines marking the half-hour. You can click on any time slot to create a new shift starting at that time.
The Header Bar
At the top of the scheduler, you will find several controls:
Today Button – Click this to jump back to the current date
Date Navigator – Use the arrows to move forward or backward through dates (by day or week, depending on your current view)
View Selector – Switch between week, day, and other available views
Staff Filter – Filter the calendar to show shifts for specific staff members only
SCHADS Alerts – If there are any SCHADS Award compliance issues with the currently visible shifts, they will appear here
Add Button – Opens the dialog to create a new shift
Shift Blocks
Each shift appears as a coloured block on the calendar. The block shows:
Appointment Type – The type of service or shift (e.g., "Personal Care", "Community Access"). If multiple staff are assigned to the same shift, it will show "Multiple Staffs Shift" instead
Time Range – The start and end time of the shift (shown if the shift is longer than 25 minutes)
Client Name – The participant the shift is for
Staff Member – Either the staff member's name or a count of how many staff are assigned
Status Indicators
Shift blocks may display small icons in the top right corner:
Single Tick – The staff member has clocked in but not yet clocked out
Double Tick – The staff member has clocked in and clocked out (shift completed)
Group Icon – Multiple staff members are assigned to this shift
Warning Badge – There is a SCHADS compliance issue with this shift (such as exceeding maximum hours or insufficient break time)
Viewing Shift Details
Click on any shift block to open the shift details panel. This panel slides in from the right side of the screen and shows:
Full appointment information
Staff member(s) assigned and their profile photos
Clock in and clock out times (if recorded)
Whether the shift is recurring
Duration of the shift
Editing a Shift
If the shift has not been clocked into yet and is not cancelled, you will see a pencil icon next to the title. Click this to edit the shift details.
Once a staff member has clocked in, the shift can no longer be edited. This ensures that records remain accurate for payroll and billing purposes.
Deleting or Cancelling a Shift
At the bottom of the shift details panel, you will find options to delete or cancel the shift. These options are only available if:
The shift has not been clocked into
The shift is not already cancelled
For recurring shifts, you will be given the option to delete just this occurrence or all future occurrences.
Multiple Staff Shifts
Some shifts may require more than one staff member. These shifts display:
"Multiple Staffs Shift" as the title
A group icon on the shift block
The number of assigned staff members
When viewing the details of a multi-staff shift, you will see each staff member listed separately with their individual clock in and clock out times.
Creating a Shift
There are two ways to create a new shift:
Click the Add button in the header bar
Click on an empty time slot in the calendar grid
Both methods open the same dialog where you can enter the shift details. When clicking on a time slot, the start date and time will be pre-filled based on where you clicked.
Drag and Drop
You can reschedule shifts by dragging them to a new time slot. Simply click and hold on a shift block, then drag it to the desired time and date. This only works for shifts that have not been clocked into.
What's Next?
This overview covers the main features of the scheduler. For more detailed instructions on specific tasks, see the related articles: