Deleting vs Cancelling Shifts
Imploy provides two ways to remove a shift from the active roster: deletion and cancellation. While they may seem similar, they serve different purposes and result in different outcomes. Choosing the right option helps keep rostering, billing, and payroll accurate.
Deleting a Shift
Deleting a shift removes it entirely from the system.
When a shift is deleted, it is permanently removed from the calendar and all records. It will not appear in reports, billing, or timesheets, and the action cannot be undone.
Deletion is best used when a shift should never have existed in the first place, such as when it was created by mistake, used for testing, or added in error and does not need to be tracked historically.
Use deletion when:
The shift was created in error
The shift was never meant to exist
You are cleaning up test or duplicate data
You do not need any record of the shift
Cancelling a Shift
Cancelling a shift keeps the shift in the system but clearly marks it as cancelled.
Cancelled shifts remain visible on the calendar and retain a record showing that the shift was scheduled but did not go ahead. When cancelling, you can decide whether the client should be charged and whether the staff member should be paid. A cancellation reason is required and is stored with the shift.
Cancellation is used for legitimate services that were planned but did not proceed.
Use cancellation when:
A participant or staff member cancels
A service needs to be called off
You need to track cancellation patterns
A cancellation fee may apply
Staff should still be paid for short-notice cancellations
When Can You Delete or Cancel a Shift?
The rules for deleting or cancelling shifts have been updated.
A shift can be deleted or cancelled even if a staff member has clocked in, as long as no staff member has clocked out.
Once any staff member has clocked out, the shift can no longer be deleted or cancelled and must remain in the system.
This applies to both single-staff and group shifts.
In summary:
If no one has clocked out, the shift can still be deleted or cancelled
If at least one staff member has clocked out, the shift cannot be deleted or cancelled
This ensures completed work is never removed and payroll and billing records remain accurate
Group (Multi-Staff) Shifts
For shifts with multiple staff assigned, deletion and cancellation rules apply across the entire group.
If a group shift has multiple staff and at least one staff member has clocked out, the shift is locked and cannot be deleted or cancelled for anyone.
If staff are clocked in but no one has clocked out yet, the shift can still be deleted or cancelled and the action will apply to all assigned staff.
How to Delete a Shift
Standard (Non-Recurring) Shifts
Open the shift from the calendar to view the shift details panel. If the shift is eligible for deletion, a Delete button will be visible at the bottom of the panel.
Click Delete and confirm the action when prompted. The shift will be immediately removed from the calendar and system.
Recurring Shifts
When deleting a recurring shift, you will be given options.
You can choose to delete only the selected occurrence, or delete that occurrence and all future occurrences in the series. Past occurrences that have already been completed will remain untouched.
This allows you to remove a single instance without breaking the entire recurring pattern, or end a recurring service completely.
How to Cancel a Shift
To cancel a shift, open the shift details panel from the calendar and select Cancel.
You will be asked to complete a short cancellation form.
You must specify:
Whether the client should be charged
Whether the staff member should be paid
A reason for cancellation
The cancellation reason is required and will be visible on the shift record for audit and review purposes.
Once confirmed, the shift will be marked as cancelled and shown clearly on the calendar.
Viewing Cancelled Shifts
Cancelled shifts remain visible on the calendar but are displayed differently to indicate their status.
When viewing a cancelled shift:
The original shift details remain visible
The cancellation reason is shown
The shift is read-only and cannot be edited
Delete and Cancel options are no longer available
This preserves an accurate historical record.
Recovering Deleted or Cancelled Shifts
Deleted shifts cannot be recovered. If a deleted shift needs to happen after all, a new shift must be created.
Cancelled shifts cannot be uncancelled. If the service is reinstated, a new shift must be created. The cancelled shift will remain in the system as a historical record.
Impact on Billing and Payroll
Deleted Shifts
No billing entries are created
No payroll or timesheet entries are created
The shift is fully removed from all records
Cancelled Shifts
If the client is charged, a billing entry is created according to your billing rules.
If the client is not charged, no billing entry is created.
If staff are marked as paid, payroll or timesheet entries are created.
If staff are not paid, no payroll entry is created.
Frequently Asked Questions
Can I delete or cancel a shift after someone has clocked in?
Yes. A shift can still be deleted or cancelled after clock-in, as long as no staff member has clocked out.
What happens once someone clocks out?
Once any staff member clocks out, the shift can no longer be deleted or cancelled.
Can I edit a cancelled shift?
No. Cancelled shifts are read-only. You must create a new shift if changes are required.
Does cancelling affect recurring shifts?
Cancelling only affects the specific occurrence you cancel. Other occurrences remain unchanged.
Where can I see cancelled shifts?
Cancelled shifts remain visible on the calendar and can be filtered in reports by cancellation status.