Note: Funds management is only available on Premium Plans.
Fund management is the management of the cash flow of a client. This will help providers plan services for clients and forecast the availability of funds.
In this article, we will cover:
Additionally, this webinar recording is available:
Adding Client Funds in ShiftCare
In order to add funds, navigate to Clients > List > click on the client's name to open their Details page.
Scroll down to the Funds section and click 'Add Fund'.
Add the fund name, start and expiry dates, and amount.
You can attach the fund to the client by ticking the 'Set as Default Fund' checkbox.
Tick the 'Enable split funding periods' checkbox to divide the fund amount across multiple periods. To learn more about Split Funding periods, read this complete guide.
In the Funds section, click 'Show Hours' to display the hours and click 'View Billing' to navigate to the client's Billing Report page.
In the fund's row, click 'View' to navigate to the client's Billing Report page for the selected fund, click 'Edit' to edit the fund, and click 'Remove' to delete the fund.
In the Balance column, click 'View' to reveal the fund's current balance.
Reusing Fund Names
You can reuse the exact same fund name for a client multiple times. To make it easy to tell these funds apart, ShiftCare automatically adds the fund's Start and Expiry dates to its display name.
When you view the Fund Balance dashboard, generate reports, or select a fund from a dropdown menu on the Scheduler, the fund will be uniquely identified by its dates. ("Task Fund (01/01/2025 - 31/12/2025)"). This prevents billing conflicts and ensures your financial tracking remains accurate.
To prevent errors, the system will not allow you to create two funds for the same client that have both the exact same name and the exact same date range.
Assigning Funds to the Client
Create a shift as usual and select the appropriate fund from the dropdown menu.
Viewing Funds in the Client's Billing Report
The client's Billing Report (NA) or Shifts Breakdown (AU) can be accessed from the sidebar menu by navigating to Clients > List > Select the specific client > Billing Report/Shifts Breakdown.
This page lists all rostered shifts for the client within the selected timeframe. You can filter the list by a specific Fund using the dropdown menu in the top right corner and adjust the date range.
Note: The Running Total is the sum of all of the client's funds. The running total of only one specific fund can be viewed by selecting a fund from the dropdown menu. This filters the shifts that have the selected fund assigned to them.
Fund Alerts and Notifications
A fund alert message will appear when a fund that is attached to a shift enters specific scenarios.
"The remaining fund balance is <remaining balance>, this is below the 50% threshold and it is expiring on dd/mm/yyyy": The fund is below its 50% threshold and will be expiring within 1 month.
"The selected fund is expiring on dd/mm/yyyy": The fund will be expiring within 1 month.
"The remaining fund balance is <remaining balance>, this is below the 50% threshold": The selected fund is below its 50% threshold.
Insufficient Funds Email
If a shift cannot be fully covered by its associated fund, the shift will be marked as insufficiently funded, and a daily email notification will be sent.
If funding is later increased or earlier shifts are removed, affected shifts will automatically be reclassified as sufficiently funded.
Low Balance Email
A daily email notification is sent when low-balance funds are detected.
You can disable these email notifications by navigating to your Staff Profile and unchecking 'Low fund balance' or 'Insufficient shift funding' in your Subscribed Email Categories. For more detailed instructions on managing your notification preferences, please read this article.
For further assistance with Funds Management, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.