How do I edit my shift times?

Accurate time reporting is essential for ensuring you are paid correctly and that clients are billed only for the support they received. In Platform for Care, if a shift starts later than planned or runs over the scheduled finish time, you can adjust your "Actual" hours within the mobile app before finalising the shift.

1. When to Edit Shift Times

You should adjust your shift times in the following scenarios:

• Late Start: You arrived later than the scheduled start time due to traffic or personal reasons.
• Overtime: The shift required you to stay longer than planned to ensure client safety or complete a task.
• Early Finish: The service was completed earlier than the scheduled end time.

2. How to Adjust Times During Clock-Out

The most common time to edit your hours is during the shift completion process.

1. Open your active shift in the Platform for Care app.
2. Tap Select Action and choose End Shift.
3. On the confirmation screen, you will see the Scheduled Times versus the Actual Times.
4. Tap on the Actual Start or Actual End time fields.
5. Use the time picker to select the correct hour and minute.
6. Provide a Reason: If the change is significant, use the Shift Notes field to explain the discrepancy (e.g., "Shift ran 30 mins over due to delayed handover from family").
7. Submit: Save and finalise the shift.

3. Requesting a Correction After Submission

Once a shift is submitted and moved to "Completed" status, it is locked for editing by the employee to maintain payroll integrity.

If you realise you made a mistake after clicking submit:

1. Do not attempt to create a duplicate shift.
2. Navigate to the Timesheets section of the app to find the Shift ID.
3. Contact your System Administrator or Manager immediately.
4. Provide them with the correct times and the reason for the change so they can manually adjust the shift in the Timesheet Approval console.

Important Rules for Time Adjustments

• GPS Validation: The system logs your location when you clock in and out. If your "Actual" times vary significantly from your GPS location data, the shift may be flagged for manual review by your manager.
• Award Rules: Be aware that changing your shift times may impact your pay rate (e.g., moving into an evening or overtime loading bracket). Ensure your entries are 100% accurate to avoid payroll delays.
• Approval Workflow: All edited shifts are sent to the Timesheet Approval queue, where an admin must verify the changes before they are sent to payroll.

Troubleshooting

• Fields are Grayed Out: If you cannot tap the time fields, your organisation may have "Strict Roster Tracking" enabled, which requires all changes to be handled by a manager.
• Time Inconsistency: The app will not allow you to set an "End Time" that is earlier than the "Start Time." Ensure the AM/PM settings are correct.