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How do I set up an Agency shift?

Handling external staff workflows, casual staff, temp staff.

Managing external or temporary staffing requirements is a critical part of maintaining care continuity when internal resources are unavailable. Platform for Care allows administrators to define third-party agencies and seamlessly assign them to rostered shifts to ensure all care needs are met.

1. Defining Your Agencies

Before you can assign an agency to a shift, you must first set up the agency profiles within your system administration settings.

  1. Access Agency Settings: Navigate to Admin in the main menu and select Agency.
  2. Add New Agency: Click the + Add New Agency button.
  3. Enter Agency Details:
    • Agency Name: Provide the official name of the labour provider.
    • Agency Rate Type: Select the applicable rate type for this provider.
  4. Save: Click Save to activate the agency profile.
  5. Manage Providers: To edit or delete an existing agency, click the three dots in the action column for that specific entry.

2. Assigning an Agency to a Shift

Once your agencies are configured, you can assign them to unallocated shifts within any roster type (Individual, Group, Accommodation, or Workforce).

  1. Navigate to Rosters: Select the appropriate roster type and service from the Rosters menu.
  2. Select an Unallocated Shift: Click on a shift that does not yet have a worker assigned.
    • Tip: Use the Unallocated tab to quickly filter for shifts requiring staff.
  3. Assign Agency: In the shift detail overview, click the "+" icon located under the Assign Agency header.
  4. Choose the Provider: Select the desired agency from your pre-defined list.
  5. Identify the Worker (Optional): If known, you can add the specific staff member's name in the provided field.
  6. Confirm Assignment: Click Assign to agency. The agency name (and worker name in brackets, if provided) will now appear at the top of the shift in the roster view.
  7. Finalise: Click Close to return to the main roster.

Troubleshooting Agency Rostering

If you encounter issues assigning an agency, check the following system requirements:

  • Agency Profile: Verify the agency has been correctly set up in the Admin section.
  • Shift Status: Ensure the shift is currently unallocated; you may need to remove an assigned employee before an agency can be assigned.
  • Publishing: Remember that shifts must be Published for them to show in client rosters and be available for completion.