Creating & Managing Shifts
Shifts are the operational core of Plannor. A shift connects a participant to a support worker at a specific time and place, tracks attendance via check-in/out, and feeds directly into invoicing and payroll.
Creating a Shift
1
Click Shifts in the sidebar, then click "+ New Shift". You can also create a shift from the Dashboard quick-action button.
2
Complete the shift form:
| Field | Required? | Notes |
|---|---|---|
| Participant | Required | Select from your participant list |
| Support Worker | Required | Only active, compliant staff shown. Unavailable workers are greyed out. |
| Date | Required | The calendar date of the shift |
| Start Time | Required | Scheduled start time |
| End Time | Required | Scheduled end time (can edit actual time after completion) |
| Service Type | Required | NDIS support item from the participant's funded categories |
| Location | Optional | Defaults to participant's home address; change for community shifts |
| Instructions | Optional | Shift-specific notes for the support worker |
| Require Proof | Optional | If ticked, worker must provide GPS check-in or photo proof |
| Travel Allowance | Optional | Tick to include KM-based travel in the cost calculation |
3
Click "Create Shift". The support worker receives a push notification (if using the mobile app) and email confirmation.
Shift Statuses
| Status | Meaning |
|---|---|
| Scheduled | Future shift, assigned and confirmed |
| Unassigned | Created but no staff assigned yet — appears on Open Shifts board |
| In Progress | Worker has checked in; shift is active |
| Pending Proof | Completed but awaiting check-out verification or progress note |
| Completed | Fully finished with all required documentation |
| Missed | Worker did not check in and shift end time has passed |
| Cancelled | Shift cancelled (NDIS cancellation rules apply) |
Check-In & Check-Out
Support workers check in and out via the Plannor mobile app:
1
Check In — Tap the shift in the mobile app and tap "Check In". GPS location is recorded automatically if Proof is required.
2
During the shift, the worker can access the participant's care plan, add notes, and log any incidents from the app.
3
Check Out — Tap "Check Out" when finished. The app prompts for a progress note before confirming checkout.
If a worker forgets to check out, the shift stays Pending. An admin can manually set the check-out time from the shift detail view → Edit → Set Check-Out Time.
Shift Detail View
Click any shift to open its detail page. It shows:
- Scheduled vs actual start/end times
- GPS check-in proof (if required) — map with latitude/longitude
- Duration and billable cost breakdown
- Progress notes attached to this shift
- Travel kilometres and allowance
- Invoice status — whether this shift has been billed
Cancelling a Shift
Open the shift → ⋯ Menu → "Cancel Shift". Choose a cancellation reason:
- Provider short notice (less than 2 clear business days) — NDIS short notice cancellation rules apply
- Participant short notice — Provider may charge a cancellation fee per NDIS price guide
- Participant no-show — Chargeable per NDIS rules
- Non-chargeable — Mutual cancellation, force majeure, etc.
Cancellations with the reason "Participant Short Notice" or "Participant No-Show" may generate a cancellation invoice at the standard rate. Check the NDIS Support Catalogue for current rules.