How do I reallocate a shift to a different worker?

This guide provides administrators with step-by-step instructions on how to reassign an existing shift to a different employee or agency within the Platform for Care roster. Whether you need to manage a staff change due to unavailability or simply move a shift to a more suitable carer, this process ensures your roster remains accurate and up to date.

Reassigning an Employee to a Shift

If you need to change the worker assigned to a shift, follow these steps to remove the current employee and assign a new one.

1. Navigate to Rosters: Select Rosters from the main menu and choose the specific roster type (Individual, Group, Accommodation, or Workforce) where the shift is located.
2. Open the Shift: Click on the specific shift you wish to reallocate. The shift detail overview will open.
3. Remove the Current Worker: Click on the bin icon located beside the assigned employee’s or agency’s name.
4. Confirm Removal: A pop-up confirmation box will appear; click Yes to proceed.
5. Assign a New Worker: Click on the "+" icon under the Assigned Employee header. This will open the employee availability list.
6. Select the New Carer: The list will automatically show employees who are available, have the correct role, and possess valid mandatory documents. Tick the box next to the desired worker and click Assign to Employee at the bottom of the screen.
7. Save and Close: Once the new worker is assigned, click Close to return to the main roster view.

Unassigning a Shift (Shift Swaps & Leave)

Use this function when a permanent staff member is no longer available (e.g., calling in sick), and the shift needs to be returned to the "Unallocated" pool for others to claim.

1. Select the Shift: Click on the shift in the roster that needs to be unallocated.
2. Select Unassign: Click the Select Action button and choose Unassign.
3. Enter Details: A screen will appear asking for the Employment Type and Leave Type (e.g., Sick Leave, Annual Leave).
4. Finalise: Click Unassign. The shift will return to the Live Roster as unassigned, and the original employee will be marked as "on leave" at the top of the roster.

Troubleshooting Staff Reassignment

If you cannot find a specific employee to reassign to a shift, check the following:

• Availability: Ensure the employee has not marked themselves as unavailable in their profile for that date/time.
• Mandatory Documents: Check if the employee has expired mandatory documents required for the specific role.
• Service Approval: Confirm the employee is approved for the specific Service.
• Restricted Employees: Check the Restricted Employees tab in the Client profile to ensure the worker hasn't been restricted from working with that specific client