Shift Tracking

AdminOnsiteAdmin

🔒Requires permission: Events.OnSite

Shift tracking monitors caregivers' work status in real time once they have completed orientation and begun their clinical assignments. The system tracks whether caregivers are on shift, on break, off shift, or a no-show, and maintains a complete log of all shift activity for reporting and compliance purposes.

Shift Statuses

Each caregiver has a current shift status that reflects their real-time work state:

Status	Description	Indicator Color
On Shift	The caregiver is actively working on the floor, performing clinical duties.	Green
On Break	The caregiver is on an authorized break (meal break, rest period).	Yellow
Off Shift	The caregiver has completed their shift for the current period and is off duty.	Gray
No Show	The caregiver was scheduled for a shift but did not report and has not been accounted for.	Red

Status Transitions

The typical flow through shift statuses during a work day:

Ready for Assignment --> On Shift --> On Break --> On Shift --> Off Shift

Caregivers may cycle between On Shift and On Break multiple times during a shift. The Off Shift status is set once at the end of their shift.

From	To	Who Can Change
Ready for Assignment	On Shift	OnsiteAdmin, Admin
On Shift	On Break	OnsiteAdmin, Admin
On Break	On Shift	OnsiteAdmin, Admin
On Shift	Off Shift	OnsiteAdmin, Admin
Ready for Assignment	No Show	System (automatic) or OnsiteAdmin, Admin

info

The system automatically flags a caregiver as No Show if they have completed orientation but have not been set to On Shift within 60 minutes of their scheduled shift start time. An on-site coordinator can override this by manually setting the status.

Tracking Shifts

The Active Shifts View

Navigate to the event's On-Site tab and look at the Active Shifts section on the dashboard. This shows all caregivers with an active shift status for the current date.

Column	Description
Name	Caregiver's full name.
Specialty	Clinical specialty (RN, LPN, CNA, etc.).
Facility / Unit	The facility and unit the caregiver is assigned to.
Current Status	On Shift, On Break, Off Shift, or No Show, with color indicator.
Shift Start	The time the caregiver was set to On Shift.
Elapsed Time	Time elapsed since the shift started.
Break Time	Total accumulated break time during the current shift.
Actions	Status change buttons (Break, End Shift, etc.).

Changing a Caregiver's Status

To change a caregiver's shift status:

1. Find the caregiver in the Active Shifts section.
2. Click the appropriate action button:
   • Start Shift -- Sets status to On Shift. Available when the caregiver is Ready for Assignment.
   • Start Break -- Sets status to On Break. Available when the caregiver is On Shift.
   • End Break -- Sets status back to On Shift. Available when the caregiver is On Break.
   • End Shift -- Sets status to Off Shift. Available when the caregiver is On Shift.
3. Optionally add a note (e.g., "30-minute meal break" or "Shift ended early due to low census").
4. The status change is recorded immediately with a timestamp.

tip

For quick status changes, use the inline action buttons on the dashboard. For detailed status changes with notes and additional context, click the caregiver's name to open the full shift detail view.

Bulk Status Changes

For situations where multiple caregivers change status simultaneously (e.g., a group shift change):

1. Select multiple caregivers using the checkboxes in the Active Shifts section.
2. Click the desired bulk action in the toolbar: Start Shift, Start Break, End Break, or End Shift.
3. Confirm the action. All selected caregivers are updated with the same status and timestamp.

Shift Logs

Every status change is recorded in the caregiver's shift log, creating a complete record of their work activity.

Viewing the Shift Log

1. Click a caregiver's name in the Active Shifts section to open their shift detail view.
2. The Shift Log tab shows a chronological list of all status changes for the selected date.

Shift Log Entry Fields

Field	Description
Timestamp	The date and time of the status change.
From Status	The previous status.
To Status	The new status.
Changed By	The on-site staff member who recorded the change.
Notes	Any notes added at the time of the change.
Duration	The time spent in the previous status before this change.

Shift Log Summary

At the top of the shift log, a summary shows:

Metric	Description
Total Shift Time	The total time from first On Shift to Off Shift.
Active Work Time	Total time in On Shift status (excludes breaks).
Total Break Time	Total time spent in On Break status.
Number of Breaks	How many break periods were recorded.

Editing Shift Log Entries

In some cases, a shift log entry may need correction (e.g., a status was changed accidentally, or the timestamp was wrong):

1. Open the caregiver's shift detail view.
2. Click the Edit icon next to the log entry.
3. Modify the timestamp or add a correction note.
4. Click Save.

caution

Editing shift log entries creates an audit record showing the original value, the new value, who made the edit, and when. All edits are traceable for compliance purposes.

No-Show Management

Automatic No-Show Detection

The system monitors scheduled shift start times and automatically flags caregivers as No Show if they are not set to On Shift within the configured grace period (default: 60 minutes).

Resolving a No-Show

When a no-show is flagged:

1. The alert appears in the Issues / Alerts section of the on-site dashboard.
2. The on-site coordinator investigates (contact the caregiver, check with the unit, review travel status).
3. Resolution options:
   • Start Shift -- If the caregiver arrives late, set them to On Shift. The no-show is resolved as a Late Arrival.
   • Confirm No-Show -- If the caregiver is not coming, confirm the no-show. This triggers notifications to the event coordinator for replacement staffing.
   • Excused Absence -- If the absence is excused (e.g., medical emergency), mark it accordingly. This is recorded differently from a confirmed no-show in reports.

Document Verification

During the shift tracking process, on-site staff may need to verify documents that caregivers have uploaded to the system (clinical licenses, certifications, immunization records, etc.).

Accessing Document Verification

1. Click a caregiver's name in the Active Shifts or Checked-In section.
2. Navigate to the Documents tab in the caregiver's on-site profile.
3. The documents list shows all uploaded documents with their current verification status.

Document Verification Statuses

Status	Description
Pending	The document has been uploaded but not yet reviewed.
Under Review	A coordinator has opened the document and is evaluating it.
Verified	The document has been reviewed and accepted. It meets all requirements.
Rejected	The document has been reviewed and found unacceptable (expired, wrong document, illegible, etc.).

Reviewing a Document

1. Click the document name to open the document viewer.
2. Review the document for:
   • Validity -- Is it the correct document type?
   • Expiration -- Is it current and not expired?
   • Completeness -- Does it contain all required information?
   • Legibility -- Is it readable and clear?
3. Click Verify to mark the document as accepted, or Reject to flag it.
4. If rejecting, enter a Rejection Reason (required). The caregiver and event coordinator are notified.

Bulk Document Verification

For events with many caregivers, the Document Review queue provides a streamlined workflow:

1. Navigate to the event's On-Site tab.
2. Click Document Review in the sub-navigation.
3. The queue shows all pending documents across all caregivers, sorted by upload date.
4. Review each document and mark it Verified or Rejected.

info

Caregivers with rejected documents are flagged in the Active Shifts section. Depending on event policy, they may be restricted from starting a shift until the document issue is resolved.

Shift Reports

To generate shift tracking reports:

1. Navigate to the event's On-Site tab.
2. Click Reports in the sub-navigation.
3. Available reports:

Report	Description
Daily Shift Summary	Total hours worked, break time, and no-shows for a selected date.
Caregiver Shift History	Complete shift log for a specific caregiver across the entire event.
No-Show Report	All no-show incidents with resolution details.
Unit Staffing Report	Shift coverage by facility and unit, showing staffed vs. required positions.
Document Verification Report	Status of all document reviews, including pending, verified, and rejected.

Reports can be exported in CSV or Excel format.

Next Steps

• Managing Orientation -- Return to the orientation process.
• Recording Arrivals -- Return to the arrivals process.
• On-Site Operations Overview -- Return to the on-site operations overview.