What Are Recurring Shifts?
A recurring shift is a shift that repeats on a regular schedule. Instead of creating individual shifts for each day or week, you create one shift and define how often it should repeat. The system then generates all the future occurrences automatically.
For example, if a participant receives personal care support every Monday, Wednesday, and Friday from 9:00 AM to 11:00 AM, you can create this as a single recurring shift rather than creating three separate shifts each week.
Creating a Recurring Shift
Step 1: Open the Shift Creation Panel
Click the Add button in the scheduler header, or
Click on an empty time slot in the calendar
Step 2: Fill in the Basic Shift Details
Complete the standard shift information:
Select the Participant
Select the Employee (or enable Shift Pool or Multiple Staffs)
Choose the Appointment Type
Set the Start and End date and time
Enter the Appointment Address
Step 3: Enable Recurring
Find the Recurring toggle switch below the date and time fields
Turn the toggle on
The recurring options will expand to show additional settings
Recurring Options
When you enable recurring, you will see several options to define the pattern:
Repeat Every
This controls how frequently the shift repeats.
Format: [Number] [Period]
Number – Enter how many periods between each occurrence (e.g., 1, 2, 3)
Period – Choose from:
Day – The shift repeats every X days
Week – The shift repeats every X weeks
Month – The shift repeats every X months
Examples:
"Repeat every 1 Week" = Weekly
"Repeat every 2 Week" = Fortnightly
"Repeat every 1 Day" = Daily
"Repeat every 1 Month" = Monthly
Repeat On (Weekly Recurrence Only)
When you select "Week" as the repeat period, you can choose which days of the week the shift should occur.
A row of day buttons will appear: Mon, Tue, Wed, Thu, Fri, Sat, Sun
Click on a day to include it
Click again to remove it
Selected days are highlighted
Example: To create a shift that occurs every Monday, Wednesday, and Friday:
Set "Repeat every 1 Week"
Click on Mon, Wed, and Fri
If you don't select any specific days, the shift will repeat on all days of the week.
Monthly Recurrence Options
When you select "Month" as the repeat period, you have two options for how the shift repeats:
Option 1: On Day
The shift repeats on a specific date each month.
Select the On Day radio button
Choose the day number from the dropdown (1-31)
Example: "On Day 15" means the shift repeats on the 15th of each month.
Option 2: On The
The shift repeats on a relative day each month (for example, "the first Monday" or "the last Friday").
Select the On The radio button
Choose the position from the first dropdown:
First
Second
Third
Fourth
Last
Choose the day type from the second dropdown:
Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
Day (any day)
Weekday (Monday to Friday)
Weekend (Saturday or Sunday)
Examples:
"On The First Monday" – The first Monday of each month
"On The Last Friday" – The last Friday of each month
"On The Second Weekday" – The second weekday (Mon-Fri) of each month
End Condition
Every recurring shift must have an end condition. This prevents shifts from being created indefinitely. You have two options:
Option 1: Ends On
The recurrence stops on a specific date.
Select the On radio button
Choose the end date from the date picker
Note: The end date cannot be more than 2 years from the start date.
Option 2: Ends After
The recurrence stops after a specific number of occurrences.
Select the After radio button
Enter the number of occurrences
Example: "Ends After 10 Occurrences" means the shift will be created 10 times and then stop.
How Recurring Shifts Appear on the Calendar
Recurring shifts appear on the calendar just like regular shifts. There is no special visual indicator on the shift block itself to show that it is recurring.
However, when you open the shift details panel, you will see:
Is Recurring: Yes in the shift information section
Different delete options (see "Deleting Recurring Shifts" below)
Editing Recurring Shifts
Recurring shifts can be edited, but only if the shift has not been clocked into yet.
Important: Editing a recurring shift only affects that single occurrence. It does not update all future occurrences.
If you need to change all future occurrences:
Delete all future occurrences (see below)
Create a new recurring shift with the updated details
Deleting Recurring Shifts
When you delete a recurring shift, you have two options:
Delete This Shift Only
This removes only the specific occurrence you selected. All other past and future occurrences remain unchanged.
Use this when:
A one-off cancellation occurs (though you may want to use the Cancel function instead)
The shift was created in error for this specific date
This particular occurrence is no longer needed
Delete All Future Shifts
This removes the selected occurrence and all future occurrences of this recurring shift. Past occurrences that have already been completed remain in the system.
Use this when:
The recurring service is ending permanently
The schedule is changing and you need to set up a new recurring pattern
The participant's care plan has changed
How to Delete a Recurring Shift
Click on the recurring shift to open the details panel
At the bottom of the panel, click Delete
A dialog will appear asking: "Delete this shift only or all future occurrences?"
Choose either:
This Shift – Deletes only this occurrence
All Future Shift – Deletes this and all future occurrences
Click to confirm
Recurring Shifts and Clock In/Out
Each occurrence of a recurring shift operates independently for clock in and clock out purposes. This means:
Clocking into one occurrence does not affect other occurrences
Each occurrence tracks its own actual start and end times
Timesheet entries are generated separately for each occurrence
Recurring Shifts and SCHADS Compliance
SCHADS compliance is checked for each occurrence of a recurring shift independently. If a staff member's schedule results in compliance issues (such as exceeding maximum hours or insufficient breaks), warnings will appear on the affected occurrences.
Practical Examples
Example 1: Weekly Support (Same Days Each Week)
A participant receives support every Monday and Thursday from 10:00 AM to 2:00 PM for the next 6 months.
Setup:
Create a shift starting on the first Monday
Set start time: 10:00 AM, end time: 2:00 PM
Enable Recurring
Repeat every: 1 Week
Repeat On: Select Mon and Thu
Ends: On [date 6 months from now]
Example 2: Fortnightly Support
A participant receives fortnightly support on Tuesdays from 1:00 PM to 4:00 PM.
Setup:
Create a shift starting on the first Tuesday
Set start time: 1:00 PM, end time: 4:00 PM
Enable Recurring
Repeat every: 2 Week
Repeat On: Select Tue
Ends: After 26 Occurrences (covers 1 year)
Example 3: Monthly Support on a Specific Date
A participant has a monthly appointment on the 1st of each month.
Setup:
Create a shift on the 1st of the current month
Set the desired time
Enable Recurring
Repeat every: 1 Month
On Day: 1
Ends: On [date 1 year from now]
Example 4: Monthly Support on a Relative Day
A participant has a monthly appointment on the last Friday of each month.
Setup:
Create a shift on the last Friday of the current month
Set the desired time
Enable Recurring
Repeat every: 1 Month
On The: Last Friday
Ends: After 12 Occurrences
Frequently Asked Questions
Q: Can I change the recurring pattern after creating the shift?
A: No. To change the pattern, you need to delete all future occurrences and create a new recurring shift with the updated pattern.
Q: What happens if a recurring shift falls on a public holiday?
A: The shift will still be created. You will need to manually delete or cancel that specific occurrence if it is not needed.
Q: Can I make a non-recurring shift into a recurring shift?
A: No. To add recurrence, you would need to delete the single shift and create a new recurring shift.
Q: What happens if I set "On Day 31" for monthly recurrence?
A: For months that don't have 31 days, the shift will not be created for that month. Consider using "On The Last Day" instead if you want the shift on the last day of every month.
Q: Can recurring shifts be part of a group roster (multiple staff)?
Yes. You can enable both "Has Multiple Staffs" and "Recurring" when creating a shift. A: All assigned staff members will be included in each occurrence.
Q: How far in advance can I create recurring shifts?
A: Recurring shifts can be created up to 2 years in advance when using the "Ends On" date option.