Understanding the Difference
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 have different outcomes.
Deletion
When you delete a shift:
The shift is completely removed from the system
No record of the shift remains on the calendar
The shift will not appear in reports or billing
The action cannot be undone
Use deletion when:
The shift was created in error
The shift was never meant to exist
You are cleaning up test data
You don't need any record of the shift
Cancellation
When you cancel a shift:
The shift remains on the calendar but is marked as cancelled
A record is kept showing the shift was scheduled but cancelled
You can specify whether to charge the participant
You can specify whether to pay the staff member
You must provide a cancellation reason
The cancellation details are visible when viewing the shift
Use cancellation when:
A legitimate shift needs to be called off
The participant or staff member cancelled
You need to track cancellation patterns
You may need to charge a cancellation fee
The staff member should still be paid (e.g., short-notice cancellation)
When Can You Delete or Cancel?
Both deletion and cancellation are only available before any staff member has clocked in.
Once a shift has been started (any staff member has clocked in):
The Delete button will not appear
The Cancel button will not appear
The shift must be completed normally
This restriction ensures that:
Worked shifts cannot be accidentally removed
Timesheet and payroll records remain accurate
There is an accurate record of services delivered
How to Delete a Shift
Standard (Non-Recurring) Shifts
Click on the shift block in the calendar to open the shift details panel
At the bottom of the panel, you will see a Delete button (trash can icon)
Click the Delete button
A confirmation dialog will appear asking "Are you sure you want to delete this event?"
Click Delete to confirm, or Cancel to go back
The shift will be immediately removed from the calendar.
Recurring Shifts
When deleting a recurring shift, you have additional options:
Click on the recurring shift to open the details panel
Click the Delete button at the bottom
A dialog will appear with two options:
This Shift – Deletes only this single occurrence
All Future Shifts – Deletes this occurrence and all future occurrences in the series
Click your preferred option to confirm
Delete This Shift
Removes only the specific occurrence you selected. All other occurrences (past and future) remain unchanged. This is useful when a single occurrence needs to be removed but the recurring pattern should continue.
Delete All Future Shifts
Removes the selected occurrence and every future occurrence in the series. Past occurrences that have already been completed remain in the system. This is useful when the recurring service is ending.
How to Cancel a Shift
Step 1: Open the Shift Details
Click on the shift block in the calendar to open the shift details panel
At the bottom of the panel, you will see a Cancel button (X icon)
Click the Cancel button
Step 2: Complete the Cancellation Form
A dialog will appear with three required fields:
Charge Client?
Select whether the participant should be charged for the cancelled shift:
Yes – The participant will be charged a cancellation fee or the full shift amount (depending on your billing rules)
No – The participant will not be charged for this shift
Employee Paid?
Select whether the staff member should be paid for the cancelled shift:
Yes – The staff member will be paid for the shift (full or partial, depending on your payroll rules)
No – The staff member will not be paid for this shift
Reason for Cancelling
Enter a description of why the shift is being cancelled. This is a required field.
Examples of cancellation reasons:
"Participant unwell – cancelled by family"
"Staff member called in sick – unable to find replacement"
"Participant in hospital – services suspended"
"Weather emergency – unsafe travel conditions"
"Participant requested cancellation – 48 hours notice given"
Step 3: Confirm the Cancellation
Review your selections
Click Cancel Event to confirm
The shift will be marked as cancelled. The calendar will show the shift in a cancelled state, and the details panel will display the cancellation reason.
Viewing Cancelled Shifts
Cancelled shifts remain visible on the calendar but are displayed differently to indicate their status.
When you open a cancelled shift's details panel:
The shift information is still visible
A Cancellation Reason section appears at the bottom showing the reason you provided
The Delete and Cancel buttons are no longer available (the shift is already cancelled)
You cannot edit a cancelled shift
Recovering Deleted or Cancelled Shifts
Deleted Shifts
Deleted shifts cannot be recovered. If you need to recreate a deleted shift, you must create a new shift with the same details.
Cancelled Shifts
Cancelled shifts cannot be "un-cancelled." If a cancelled shift needs to happen after all, you must create a new shift. The cancelled shift will remain in the system as a historical record.
Multiple Staff Shifts
For shifts with multiple staff assigned, the deletion and cancellation rules apply to all staff:
Deletion
Deleting a group shift removes it for all assigned staff members
You cannot delete a group shift if any staff member has clocked in
Cancellation
Cancelling a group shift cancels it for all assigned staff members
You cannot cancel a group shift if any staff member has clocked in
The "Employee Paid?" question applies to all staff on the shift
Impact on Billing and Payroll
Deleted Shifts
No billing entries are created
No timesheet entries are created
The shift is completely removed from all records
Cancelled Shifts (Charge Client = Yes)
A billing entry will be created
This can be used for cancellation fees or short-notice charges
Cancelled Shifts (Charge Client = No)
No billing entry is created for this shift
Cancelled Shifts (Employee Paid = Yes)
A timesheet/payroll entry will be created
This ensures the staff member is compensated as required
Cancelled Shifts (Employee Paid = No)
No payroll entry is created for this shift
Frequently Asked Questions
Q: Can I delete a shift after someone has clocked in?
A: No. Once any staff member has clocked in, the shift cannot be deleted or cancelled. It must be completed normally.
Q: Can I edit a cancelled shift?
A: No. Cancelled shifts are read-only. If you need to change something, you would need to create a new shift.
Q: Does cancellation affect recurring shifts?
A: Cancelling a recurring shift only affects the specific occurrence you cancel. Other occurrences in the series are not affected.
Q: Where can I see a list of all cancelled shifts?
A: Cancelled shifts remain visible on the calendar. For reporting purposes, you can filter shifts by cancellation status in the reporting section.
Q: What happens if I accidentally cancel a shift?
A: You cannot undo a cancellation. You would need to create a new shift if the service should still happen.