My shifts and completing a shift

You can see your own shifts and tell your manager how each one really went. After a shift you record your actual times, travel and expenses, then send them for approval.

Open your shifts

1. From the emailed link: open the email about your shift and tap the link. You do not need to log in. Your phone remembers you after the first visit.
2. From the Scheduler: if you have a Cura login, sign in and open Scheduler. You see your own shifts for the week and the names of your own clients.
3. Later visits: the shifts page lists your recent shifts. Each one has a badge: Needs completion, Submitted or Approved.
4. Tap a shift to open it.

What each shift shows

1. The scheduled start and end times. You cannot change these.
2. The actual start and end time boxes. They start filled in with the scheduled times.
3. A kilometres box, with a suggested figure to help you.
4. An Add expense button.
5. A Progress note section.

Complete a shift

1. Open the shift from your list or your emailed link.
2. Check the actual start and end times. Change them to the times you really worked. The scheduled times stay on screen so you can compare.
3. Enter your kilometres. The suggestion comes from the scheduling estimate, or from your last trip to the same client. Replace it with your real reading.
4. To claim an expense, tap Add expense. Choose a type: parking, toll, public transport or other. Enter the amount and attach a photo of the receipt.
5. Write your progress note. A template is chosen for you based on the type of service, and its prompts appear as labelled boxes. You can pick another from Template, or choose No template (free-form).
6. To link the note to a care plan goal, use Care plan goals. It lists only goals for that client. The goal you pick appears as a small tag you can remove.
7. Submit. You see Here’s what you sent with your times, kilometres, expenses and note. Under the heading it says Sent to your manager for approval.

If one trip covered several clients

1. Open one of the shifts from the trip.
2. Under This trip also covered, tick the other shifts.
3. Submit once. The other shifts show that travel was recorded on your first shift, and your share is worked out for you.

What happens next

1. Your manager reviews the shift in Timesheets and approves it.
2. Once it is approved, the shift goes on for pay.
3. Before approval, tap Edit what you sent to change anything and send it again.
4. If your manager sends it back, a banner at the top shows Your manager sent this back: and the reason. The form opens ready to edit. Fix it and submit again.
5. After approval you cannot change the shift. If something is wrong, contact your manager. If your manager declined an expense or travel claim, the summary shows it as declined with a reason. If they adjusted a figure, the summary shows the old and new figure and why.

What you cannot do

1. You cannot create, edit or delete shifts. There is no Add Shift button for you.
2. You cannot see other workers or their clients.
3. You cannot open other workers’ profiles.
4. You cannot approve timesheets.
5. The other Scheduler pages (programs, alerts, recurring and SIL) are for the office only. You only see the Calendar and Timesheets tabs.

Your timesheet

Open the Timesheets tab to see My timesheet. It is a read-only list of your own shifts for the week. Each row shows the client, the planned and actual times, and the status. You cannot approve anything here. If you have no shifts, the list is simply empty.

Note

Your vehicle type (Standard or Modified for accessibility) is kept on your worker profile and is set by the office. It decides the travel rate used for planning. Ask the office if it looks wrong.

Tips

1. Submit soon after your shift, while the times are fresh.
2. Take the receipt photo before you leave the car park or station.
3. Keep your link email. You can reopen the link any time.
4. Your link may be sent to you automatically when the shift ends.

Tip

Add your kilometres from your odometer or maps app, not from memory.

If something goes wrong

The link says “This shift link is no longer valid”. The office has sent you a newer link. Use the latest email.

I cannot find a shift. Check you are on your own login or your own link. You only see shifts assigned to you. Ask your manager to confirm the shift is assigned to you.

I cannot edit a shift I sent. It has probably been approved. Contact your manager.

The suggested kilometres are wrong. Type over them with the real figure.

My note has no prompts. No template is set for that type of service. Use the plain note box and write as usual. You can still submit.

I see no shifts in Scheduler. Your login may not be linked to your worker record yet. Contact the office.