To set up shadowing/training shifts follow all of the steps for each of the processes outlined.
Create Service user
To create a service user, follow these steps:
Click Service user.
Click Service user.
Click New.
Fill in all required details.
Click Save.
Create Service types
To create a service type, follow these steps:
Click Settings.
Click Service User.
Click Service User.
Click Service.
Click Type.
Click +.
Fill in all required details.
Click Save.
Create an Invoice rate sheet
To create an invoice rate sheet, please follow these steps and use our handy table to help fill in the necessary information:
Click Settings.
Point to Finance, then point to Invoice.
Click Rate sheets, then click the plus + button.
Enter a description for your rate sheet.
Click Revisions, then fill in the information.
Click Save.
Click the arrow button next to your new rate sheet, then click the Revisions tab.
Click the arrow button next to the new revision, then click Details.
Click the + button, then enter the following information.
Click Save.
Click the Revisions tab, then click Apply?.
Information field | Description |
From date | The date the rate sheet revision starts. |
Ver. | The version number of the revision. |
Reason | A description for the rate sheet. |
Split | Splits the rate if a shift spans across two different rates, for example between weekday and weekend. |
Use Start Time | The shift start time to use. |
Use Duration | The shift duration to use. |
PH Type | How to invoice a shift if it goes into or out of a public holiday. |
Break Type | The break rule to use. |
Apply rules on override | If you override a shift, it applies the same rules as the rate sheet. |
Disable Consolidation | If you consolidate shifts with the same purchase order number when planning, this disables the consolidation when calculating the invoice rate. |
Service type | The type of shift or visit. |
Start time | The start time for the rate band. |
Invoice rate (Per Hrs) | The base invoice rate. |
Associate service types to pay rate sheets
To associate a service type to the pay rate sheet, please follow these steps:
Navigate to the Settings module.
Hover over Finance.
Hover over Payroll.
Select Rate Sheets.
Select the rate sheet you wish to add the service type to using the arrow on the left.
Select the Revisions tab.
Select the most recent revision using the arrow on the left.
Select the Details tab.
Click the (+) Plus icon.
Enter the Service Type, Start Time, Employee Role and relevant Rates.
Click Save.
Navigate back to the Revision tab and click Apply?.
Create service funder
To create a new service funder, please follow these steps
Select Service User module.
Click on Service User again.
Select Find.
Click into service users record.
Select Service Funders in the QuickLinks section.
Select + icon and pick new from the following options.
Fill in the details.
Click Save.
Associate an invoice rate sheet to a funder
To associate the invoice rate sheet with the service funder, follow these steps:
Select the Client module.
Hover over Service User.
Select the Find menu item.
Open the service user you wish to attach an invoice rate sheet to.
Select Service Funders from the QuickLinks.
Open the service funder you wish to attach the invoice rate sheet to.
Select Rate Sheets from the QuickLinks.
Click the + icon to add a new rate sheet.
Enter the following details:
From Date: The date the rates must apply from dd/mm/yyyy format.
Reason: The reason for the new rate sheet
Invoice Rate Sheet: The rate sheet you wish to apply to the funder
Finally, click the save
icon.
Create Internal shifts
To create ad hoc visits on the planning screen, please follow these steps:
Click Planning.
Click the clock icon or Visit, then select Planning.
At the top of the planning screen, click the + icon.
If you want to create a single ad hoc visit, choose Single. If you want to create multiple ad hoc visits, select Multiple.
Fill in all mandatory information:
Date of the visit.
Start and end time.
The service user.
The employee.
Service type and visit type.
Click Save.