Key Points

Shifts can be cancelled by either the organisation or the client.

Cancellation types determine whether the client is billed and whether staff are paid.

Cancellation reasons help support reporting and documentation.

Cancelled shifts appear orange on the roster.

Sleepover shifts automatically cancel both halves of the shift when cancelled.

Timesheets and completion status still control final payroll and billing outcomes.

Cancelling a Shift

To cancel a shift, start by locating the shift in the Roster Schedule.

1. Click on the shift to open the Shift Details modal.

2. Locate the Cancel Shift button in the bottom-right corner.

3. Click Cancel Shift to open the cancellation options.

From here, you can choose whether the shift was cancelled by the organisation or by the client.

Organisation Cancellations

If a shift is cancelled by the organisation, enable the Organisation Cancelled option.

Once selected, a dropdown menu will appear asking for a cancellation reason.

Available reasons include:

Not specified or other
Health reasons
Family issues
Unavailability of transport
Staff on leave

Additional notes can also be added to provide further context.

When a shift is cancelled by the organisation:

The client will not be billed.

This cancellation type is typically used when the service cannot be delivered due to internal factors.

Client Cancellations

If the cancellation was initiated by the client, enable the Client Cancelled option.

You will then be required to select the cancellation type.

This selection determines how billing and staff payment are handled.

With Notice

Client is not billed
Staff are not paid

This applies when the client provides sufficient notice before the shift.

With Notice – Inadequate Staff Notice

Client is not billed
Staff may still be paid

This may apply when the cancellation occurs with notice but not enough time for staff to be reassigned.

Short Notice or No Show

Client will be billed
Staff will be paid

This is typically used when the client cancels late or fails to attend.

Selecting a Cancellation Reason

Similar to organisation cancellations, a reason for the cancellation must also be selected.

Once the cancellation type and reason are chosen:

Click Cancel Shift to apply the cancellation.

You can then close the shift modal.

The shift will update automatically on the roster.

Billing and Payroll Considerations

It is important to understand that billing and payroll are still controlled by completion status and timesheets.

Even if a cancellation type allows billing or staff payment:

The shift must still be completed to bill the client.

Staff must still submit a timesheet to receive payment.

If billing or payroll should occur after a cancellation, ensure:

The shift completion status is correct.

Staff submit the appropriate timesheet.

Cancelling Sleepover Shifts

Sleepover shifts behave slightly differently when cancelled.

Because sleepover shifts are split across two days in the roster, cancelling the shift will automatically cancel both halves of the shift.

This means you do not need to cancel each half individually.

This reduces the risk of leaving part of the shift active in the roster.

Billing for Cancelled Sleepover Shifts

If a sleepover shift is cancelled due to Short Notice or No Show, the shift may still need to be billed.

To ensure this happens correctly:

The shift should still be completed.

Staff should submit a timesheet for the shift.

This ensures both billing and payroll are processed correctly.

Identifying Cancelled Shifts

Once a shift is cancelled, it will appear orange on the roster.

This visual indicator makes it easy to identify cancelled shifts when reviewing the schedule.

Best Practice Recommendations

✔ Select the correct cancellation type for accurate billing
✔ Always record a cancellation reason for reporting
✔ Confirm the shift completion status when billing is required
✔ Ensure staff submit timesheets when payment is expected
✔ Review cancelled shifts during roster checks
✔ Use the orange shift indicator to quickly identify cancellations

Summary

FlowLogic allows shifts to be cancelled by either the organisation or the client, with different billing and payroll outcomes depending on the cancellation type.

When cancelling shifts:

Select the appropriate cancellation type
Record the cancellation reason
Confirm whether billing or payroll should occur
Ensure timesheets are submitted when required

Cancelled shifts appear clearly on the roster and, in the case of sleepover shifts, both halves of the shift are automatically cancelled to maintain accuracy.

Proper use of cancellation settings ensures accurate billing, correct payroll processing, and clear reporting of cancelled services.