Create a shift

Steps

The screenshots show a demonstration organisation with made-up names. Your own screens show your organisation's details. Select a screenshot to open it full size.

1. Go to Rostering > Add shift

   1 In the left menu, choose Rostering. The calendar opens on the current week, with a row for each client.

   2 To plan another week, choose a date in Jump to date, or use the arrow buttons beside it to move one week at a time. Choose Today to come back to the current week.

   3 To add a shift on a particular day, choose the empty space in that day's column, in the client's row. The client and the day are filled in for you.

   4 Or choose Add shift at the top right of the screen, then choose the client and the day in the window that opens.

   Important: The Rostering screen lists active clients who are not attached to a site and do not have a standalone site of their own. A client who lives at a site, or has a standalone site, is rostered in SIL/Smart Rostering. See SIL roster basics. If you cannot find your client, see Troubleshooting below.

   

2. Choose the client, dates and times

   1 In Client, check the client. If you started from a day in a client's row, the client is already chosen. If you started from Add shift, choose the client from the list.

   2 In Start date, choose the day the shift starts.

   3 In End date, check the day the shift finishes. It starts on the same day as the start date, so change it only for a shift that finishes after midnight. If you moved the start date earlier, change End date too, or the shift will run across several days.

   4 In Start time, set the time the shift starts. It starts as 9:00 am.

   5 In End time, set the time the shift finishes. It starts as 2:00 pm. The shift must finish after it starts.

   Fields in step 2

   Field	What it means
   Client	Required. The list holds the clients shown on the Rostering screen.
   Start date	Required. If you started from Add shift, it starts as today.
   End date	Required. It cannot be earlier than the start date.
   Start time	Required.
   End time	Required.

   

3. Add invoice line items, staff and notes if you need them

   1 Under Client invoice line items, choose an item from the client's active Service Agreement if this shift is to be invoiced. Hours fills in with the length of the shift, and you can change it. To invoice more than one item for the shift, choose + Add line item. Leave Select line item as it is if not.

   2 In Assigned staff, leave Unassigned to choose someone later, or choose a person now. See Assign staff to a shift.

   3 In Notes, type anything the team should know about this shift.

   4 In Minimum shift notes required, enter how many shift notes or reports the staff member must add for this shift. It starts as 0.

   Fields in step 3

   Field	What it means
   Client invoice line items	Optional. Links the shift to an item and hours on the client's active Service Agreement, so the shift can be used when client invoices are prepared. Each item in the list shows its name, its price and unit, and its support item code. If the client has no active agreement, the section says the client has no active service agreement, and the list is empty.
   Hours	Optional, and only available once a line item is chosen. A number above 0. It starts as the length of the shift and you can change it. It is not updated if you change the shift times afterwards.
   + Add line item	Adds another line, so one shift can be invoiced against more than one item. Remove appears beside each line when there is more than one.
   Assigned staff	Optional. Choose a person, or leave Unassigned.
   Notes	Optional notes for this shift.
   Minimum shift notes required	How many shift notes or reports staff must add for this shift. It starts as 0.

   Note: If a Heads up before assigning box appears after you choose Add shift, the shift is already saved and the window now says Edit shift. The confirmation then says Shift updated. instead of Shift added. See Assign staff to a shift.

   

4. Repeat the shift if it happens regularly

   1 Tick Repeat this shift. The Repeat setup options appear.

   2 In Repeat type, choose Daily or Weekly.

   3 For Daily, choose how often in Repeat every: 1, 2, 3 or 7 days. For Weekly, tick the days of the week in Week days.

   4 Choose when the series stops. Enter a date in Repeat end date, or tick Use repeat count and enter how many shifts to create in Repeat count.

   Fields in step 4

   Field	What it means
   Repeat this shift	Tick box, not ticked to start with. Ticking it shows the Repeat setup options and changes the button at the bottom to Add shifts.
   Repeat type	Daily repeats every few days. Weekly repeats on the days of the week you tick. It starts as Daily.
   Repeat every	Shown for Daily. Choose 1 day, 2 days, 3 days or 7 days. It starts as 1 day.
   Week days	Shown for Weekly. Tick one or more days, from Mon to Sun. When you choose Weekly, the day of your start date is ticked for you.
   Use repeat count	Tick box. When ticked, the series ends after a number of shifts instead of on a date.
   Repeat count	Shown when Use repeat count is ticked. How many shifts to create, from 1 to 370. It starts as 3.
   Repeat end date	Shown when Use repeat count is not ticked. The last day the series can run. It starts 13 days after the start date and cannot be earlier than the start date.

   Note: Skip this step for a one-off shift. When Repeat this shift is ticked, the button at the bottom of the window reads Add shifts, and every shift in the series is created in one go.

   Tip: For a repeating shift, leave Assigned staff as Unassigned, then assign each shift from the calendar. BondiByte shows the Heads up before assigning notes for each shift you assign one at a time.

   

5. Choose Add shift

   1 Check the details you entered. The buttons at the bottom of the window stay in view as you scroll.

   2 Choose Add shift. Choose Cancel instead to close the window without saving.

   

6. Check the new shift

   1 A message confirms Shift added. For a repeat series it says Added with the number of shifts, for example Added 3 shifts. If you went through the Heads up before assigning box, it says Shift updated. instead.

   2 The window closes and the shift appears on the calendar, in the client's row on the day you chose. A shift with nobody assigned is amber and shows Assign staff.

   

What happens next

The shift is now on the calendar. Until someone is assigned it shows Assign staff in the client's row, and it sits in the Vacant shift row of the Staff view. Choose it at any time to change it, assign a staff member or delete it. See Edit a shift, Assign staff to a shift and Delete a shift or replace the worker.

A shift becomes visible to a staff member once they are assigned to it. Adding a shift with nobody assigned does not notify anyone. If you chose a person in Assigned staff, they get a notification in BondiByte that a shift has been assigned to them. To email assigned staff their shifts, see Publish a roster.

Important notes

Good practice

• Choose the Client invoice line items as you add the shift and check Hours. Hours does not change if you edit the times later.
• For a shift that finishes after midnight, change End date as well as End time, or you will see The shift must end after it starts.
• For a regular shift, use Repeat this shift, leave Assigned staff as Unassigned and assign each shift afterwards, so you can see whether each person is free.

Troubleshooting